Every binding requirement, traced to its source clause.

“Tenderers who are domiciled in Botswana shall, in order to be considered for the award of the contract, be registered with Public Procurement and Asset Disposal Board (PPADB) in the following Codes and Sub-Codes: Code 120 (ICT Systems and Management Services) Sub Code 01 (Systems Development Services and Maintenance services) OR, Code 319 (ICT Consultancy Services) Sub Code 01 (ICT System Development)”

“Bidders should ensure that they are registered with Public Procurement and Asset Disposal Board (PPADB) as follows: Code 120 (ICT Systems and Management Services) Sub Code 01 (Systems Development Services and Maintenance services) OR,”

“Code 319 (ICT Consultancy Services) Sub Code 01 (ICT System Development) Verification of registration shall be done online by the Procuring Entity (P.E).”

“Bidders should ensure that they are registered with Public Procurement and Asset Disposal Board (PPADB) as follows: Code 120 (ICT Systems and Management Services) Sub Code 01 (Systems Development Services and Maintenance services) OR, Code 319 (ICT Consultancy Services) Sub Code 01 (ICT System Development) AND Verification of registration shall be done online by the Procuring Entity (P.E).”

“Foreign companies are to submit duly notarized copies of constitutive documents defining their legal status, place of registration and place of operation.”

“Foreign companies are to submit duly notarized copies of constitutive documents defining their legal status, place of registration and place of operation.”

“Foreign companies are to submit copies of constitutive documents defining legal status, place of registration and place of operation.”

“Foreign companies are to submit duly notarized copies of constitutive documents defining legal status, place of registration and place of operation.”

“Foreign companies must subcontract up to 30% of the work to 100% citizen owned companies in line with the Botswana Citizen Economic Empowerment (CEE) Policy of 2012. To that end the 100% citizen owned company’s name should be provided, the percentage of work to be allocated to the contractor should be stated and a copy of the contract between the main contractor and the sub-contractor should be availed.”

“Foreign companies must subcontract up to 30% of the work to 100% citizen owned companies in line with the Citizen Economic Empowerment (CEE) Policy of 2012.”

“Therefore, the following should be submitted: a. Name of company to be subcontracted. b. % to be subcontracted. c. Draft contract between contractor and subcontractor.”

“Foreign companies must subcontract up to 30% of the work to 100% citizen owned companies in line with the Citizen Economic Empowerment (CEE) Policy of 2012. Therefore, the following should be submitted: d. Name of company to be subcontracted. e. % to be subcontracted. f. Draft contract between contractor and subcontractor.”

“Foreign companies must subcontract up to 30% of the work to 100% citizen owned companies in line with the Citizen Economic Empowerment (CEE) Policy of 2012. Therefore, the following should be submitted: a. Name of company to be subcontracted. b. % to be subcontracted. c. Draft contract between contractor and subcontractor.”

“Documents may be collected during working hours between 07:30 hours – 12:45 hours and 13:45 hours - 15:30 hours with effect from 9th December 2019 and only after production of a receipt of payment of tender documents.”

“A non-refundable tender fee of P5, 000.00 payable through debit/credit card, or a Bank Guaranteed Cheque, payable in favour of the Government of Botswana, or cash, is required on collection of tender Documents. Payment can be made during working hours 0730hrs – 1230hrs and 1400hrs – 1600hrs Monday to Thursday and 0730-0930hrs on Fridays with effect from 9th December 2019 at the above address at Office H18, 2nd Floor.”

“Queries relating to the issue of the documents shall be in writing and addressed to the following personnel fourteen (14) working days before tender closing date: Mogotsakgotla Ramatlotla Private Bag 002 Gaborone, Botswana, Tel: +267 361 1350, Fax: +267 395 3559, mramatlotla@gov.bw and/or Joshua Machao Private Bag 002 Gaborone, Botswana, Tel +267 361 1125, Fax +267 395 3559, email: jmachao@gov.bw .”

“Tender Documents are to be delivered to the Public Procurement and Asset Disposal Board, Tender Opening Room, Ground floor, Private Bag 0058, Plot 8913 Maakgadigau Way, Gaborone West Industrial, GABORONE, BOTSWANA by 10:00hrs on the 5th February 2020.”

“The Procuring Department’s address for delivery of tender offers and identification details to be shown on each tender offer package are: The Board Secretary Public Procurement and Asset Disposal Board Tender opening Room, Ground floor Private Bag 0058 Plot 8913 Maakgadigau Way Gaborone West Industrial. GABORONE, BOTSWANA”

“Telegraphic, telex, telephone, email tenders will NOT be considered.”

“Names and addresses of the bidders should be reflected on the outer side of the envelope.”

“The closing date for receipt of tender offers shall be 10:00 hours on 5th February 2020. Late tender offers will NOT be accepted.”

“A two (2) envelope procedure will be followed.”

“The Technical and Financial Proposal shall be in English Only.”

“Certified copies of Academic Certificates, Transcripts, and Company Constitutive Documents and / or identification documents not in English shall be accompanied by notarised English Translations of the same. Failure to do so will result in the said document not being recognised.”

“No person participating in the clarification meeting will be allowed to represent more than one tenderer.”

“Provide Tax Clearance Certificate number and PIN. Verification of tax status will be done online by the procuring entity.”

“Bidders should provide a Tax Clearance Certificate number and PIN issued by Botswana Unified Revenue Services (BURS).”

“Provide Tax Clearance Certificate number and PIN. Verification of tax status will be done online by the procuring entity.”

“Duly completed Declaration Form for Tendering Purposes”

“Duly completed Declaration Form for Tendering Purposes”

“Duly Completed Declaration Form for Tendering Purposes.”

“T2.2 GM Duly completed Declaration Form for Tendering Purposes”

“Copy of Joint Venture/Partnership/Consortium Agreement where applicable”

“Copy of the Partnership Agreement (where Applicable) which incorporates a statement that the lead partner is authorised to incur liabilities, receive instructions and payments and be responsible for the entire execution of the contract for and on behalf of any and all partners”

“Copy of Joint Venture (JV)/ Partnership Agreement where applicable”

“Copy of Joint Venture Agreement (where applicable)”

“Copy of Partnership Agreement (where Applicable) which incorporates a statement that the lead partner is authorised to incur liabilities, receive instructions and payments and be responsible for the entire execution of the contract for and on behalf of any and all partners”

“Furthermore we attach to this Schedule a copy of the partnership agreement which incorporates a statement that the lead partner is authorised to incur liabilities, receive instructions and payments and be responsible for the entire execution of the contract for and on behalf of any and all partners.”

“JV/Partnership Agreement(s) • T2.2 GG – Proposed Subcontractors • Sub-Contracting Agreement”

“All signatories to the JV / Partnership/ Consortium Agreement shall provide and satisfy ALL the above requirements (items 1 and 2).”

“All signatories to the JV / Partnership Agreement shall provide and satisfy ALL the above requirements.”

“At minimum the JV / Partnership Agreement should have the following: a. One of the firms should be designated as the Lead Company, who shall have the authority to bind the Joint Venture / Partnership and be responsible for the overall direction of the project.”

“One of the firms should be designated as the Lead Company, who shall have the authority to bind the Joint Venture / Partnership and be responsible for the overall direction of the project.”

“At minimum the JV / Partnership Agreement should have the following: a. One of the firms should be designated as the Lead Company, who shall have the authority to bind the Joint Venture / Partnership and be responsible for the overall direction of the project.”

“One of the firms should be designated as the Lead Company, who shall have the authority to bind the Joint Venture / Partnership and be responsible for the overall direction of the project.”

“Detailed scope of work matching resources allocation, including overall percentage workload to be done by each party in the JV Partnership must be clearly included in the Technical Proposal.”

“Detailed scope of work matching resources allocation, including overall percentage workload to be done by each party in the JV must be clearly included in the Technical Proposal.”

“The Joint Venture / Partnership must nominate and authorize person(s) who will be responsible for signing contract documents with respect to the project they are tendering for. Proof of authorisation in the forms of a written power of attorney shall be submitted with the proposal.”

“The Joint Venture / Partnership must nominate and authorize person(s) who will be responsible for signing contract documents with respect to the project they are tendering for. Proof of authorisation in the forms of a written power of attorney shall be submitted with the proposal.”

“The Joint Venture / Partnership must nominate and authorize person(s) who will be responsible for signing contract documents with respect to the project they are tendering for. Proof of authorisation in the forms of a written power of attorney shall be submitted with the proposal.”

“The Joint Venture / Partnership must nominate and authorize person(s) who will be responsible for signing contract documents with respect to the project they are tendering for. Proof of authorisation in the forms of a written power of attorney shall be submitted with the proposal.”

“JV / Partnership are advised that all the firms shall be jointly managed and sign the performance of the contract comprising of the identity of the contracting parties and their assigned signatories.”

“JV / Partnerships are advised that all the firms shall be jointly managed and sign the performance of the contract comprising of the identity of the contracting parties and their assigned signatories.”

“JV / Partnership Agreement must indicate how and to which company payments for services provided, as and when they become due, shall be paid.”

“JV / Partnerships Agreement must indicate how and to which company payments for services provided, as and when they become due, shall be paid.”

“JV/ Partnership firms must clearly indicate how they intend to meet their tax obligations with respect to 12% VAT and/or withholding tax.”

“JV firms must clearly indicate how they intend to meet their tax obligations with respect to 12% VAT.”

“A firm can be in only one Joint Venture in this tender, in line with the specific provisions of the Declaration Form for Tendering Purposes Any firm which is in Joint Venture with another firm cannot present an independent bid. Failure to adhere to this requirement will lead to the automatic disqualification of all the firm’s bids.”

“A firm can be in only one Joint Venture / Partnerships in this tender. Any firm which is in Joint Venture with another firm cannot present an independent bid. Failure to adhere to this requirement will lead to the automatic disqualification of all the firm’s bids.”

“Properly completed Certificate of Authority of Signatory.”

“Properly completed Certificate of Authority of Signatory.”

“Properly completed Certificate of Authority of Signatory.”

“T2.2 GA Certificate of Authority of Signatory”

“T2.2GA - Certificate of Authority of Signatory”

“Foreign companies are to submit copies of tax exemption certificate issued and certified by BURS and should contact +267 3901210 or www.burs.org.bw for the certificates.”

“Foreign companies are to submit copies of tax exemption certificate issued and certified by BURS.”

“Foreign companies are to submit copies of tax exemption certificate issued and certified by BURS.”

“The prices and rates are to be stated in Botswana Pula (BWP) or any Internationally convertible currency.”

“The prices, and rates, where applicable are to be stated in Botswana Pula (BWP) or any other convertible currency.”

“The tender offer communicated on paper shall be submitted as one (1) original, plus two (2) duplicate copies. In addition, bidders should provide an electronic copy of their technical proposal and their financial proposal in the relevant envelopes as per item 2.24 below.”

“1. Technical proposals should be prepared separately from the financial proposal”

“All tenderers shall submit One (1) original and two (2) duplicate copies (hard-copies) and one electronic copy on CD/DVD of each of the technical and financial proposals.”

“The technical proposal and all its copies should be marked with the word “technical” and the financial proposal and all its copies marked with the word “financial”.”

“Original documents should also be marked “ORIGINAL” and copies should be marked with the word: “COPY”.”

“The original technical proposal and all its copies shall be placed in one envelope and the original financial proposal and all its copies placed in another envelope.”

“The two (2) envelopes shall then be placed in a large outer envelope.”

“All the envelopes shall be marked with the tender number: SER 5/14/2 and tender title: PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX (36) MONTHS MAINTENANCE OF AN INTEGRATED ICT SYSTEM FOR CIVIL REGISTRATION SERVICES, MIGRATION AND CITIZENSHIP, AND LABOUR ADMNISTRATION”.”

“IDENTIFICATION: The bid package should be labelled “Tender Ref. No. SER 5/14/2, PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX (36) MONTHS MAINTENANCE OF AN INTEGRATED ICT SYSTEM FOR CIVIL REGISTRATION SERVICES, MIGRATION AND CITIZENSHIP, AND LABOUR ADMNISTRATION.””

“The name of the bidder shall appear on all the three (3) envelopes.”

“No financial information should be included in the technical proposal, the technical proposal CD or the technical envelope.”

“The following returnable documents should be placed and sealed in an envelope marked “Financial Proposal””

“Form of offer and acceptance • Detailed pricing • Form of Intent to Provide a Performance Bond”

“The closing date and time for submission of tender offers is: 5th February 2020”

“Telephonic, telegraphic, telex, facsimile or emailed tender offers will not be accepted.”

“The tender validity period is six (6) months, from the date of the opening of the submitted bids, and no bidder may withdraw within that period.”

“Hold the tender offer(s) valid for acceptance by the Procuring Department at any time during the validity period stated in the Tender Data after the closing time stated in the Tender Data.”

“For compliance or responsiveness, the tender submissions must: i. Meet the eligibility requirements set out in clause 2.1 of the Tender Data ii. Be properly signed and fully completed iii. Be responsive to any other requirements of the tender document. iv. Adhere to the two-envelope method The evaluators shall reject any non-responsive and non-qualified tender submissions.”

“For compliance or responsiveness, the tender submissions must: i. Meet the eligibility requirements set out in clause 2.1 of the Tender Data ii. Be properly signed and fully completed iii. Be responsive to any other requirements of the tender document. iv. Adhere to the two-envelope method The evaluators shall reject any non-responsive and non-qualified tender submissions.”

“For compliance or responsiveness, the tender submissions must: i. Meet the eligibility requirements set out in clause 2.1 of the Tender Data ii. Be properly signed and fully completed iii. Be responsive to any other requirements of the tender document. iv. Adhere to the two-envelope method The evaluators shall reject any non-responsive and non-qualified tender submissions.”

“STAGE ONE: COMPLIANCE CHECK Preliminary Examination for Compliance (Pass/Fail) based on provision of the following mandatory returnable documents as required. If any of the following documents is not presented the bid shall be disqualified.”

“Details of proposed Subcontractors where applicable; a. Name of company to be subcontracted. b. % to be subcontracted. c. Draft contract between contractor and subcontractor.”

“NB: Subcontracted companies shall have the appropriate PPADB Registration Code(s) and Sub Code(s) for the work they shall be subcontracted to do”

“NOTE: Where PPADB Codes are required, Bidders must satisfy all the Codes and Sub Codes as required. The completeness of the required codes and sub-codes shall be considered on the basis of the cumulative registration of all companies identified as part of the bid (including Joint Venture, Consortium, Partnership).”

“Failure by a bidder to submit the missing documents as notified, within 2 – 5 days, will then lead to disqualification of the respective bidder from further evaluation.”

“A bid which fails to adhere to the two-envelope method shall be disqualified.”

“A lead bidder may not sub-contract more than a total of 49% of the contract, and shall not cede overall control of the project to a subcontracted party; bidders who do so shall be eliminated.”

“A 100% citizen owned company, claiming Citizen preferential treatment, may not sub-contract more than 25% of the contract to non-100% citizen-owned companies.”

“The Tenderer further undertakes not to subcontract more than 25% of the Net Amount to non-Citizen Contractors in the performance of the Contract.”

“Bidders should indicate the specific place(s) in their technical proposal in which they detail how they are going to meet each of the specification requirement. The Evaluation Committee shall assess the technical response and determine whether or not each specification requirement has been met. Bidders who do not indicate the specific place(s) in their technical proposal, for any of the system requirements, shall be deemed to have not responded to the specification requirement(s) as applicable.”

“Bidders whose proposed solution fails to meet ANY OR ALL OF THE REQUIREMENTS shall be disqualified from further evaluation and have their sealed financial bids returned to them once the tendering process has been completed. Bidders whose proposed solution meets ALL OF THE REQUIREMENTS as indicated in Appendix 1A, shall qualify for Stage Two – Technical Evaluation (Part B).”

“Given the sensitivity and national importance around this project, bidders shall be subject to security vetting during the technical evaluation. Security vetting shall be conducted separately by government security organs. Where a bidder has been adjudged to be a security concern, their bid shall be disqualified from further evaluation. Where a bidder does not meet security vetting, the Government of Botswana retains its right not to disclose the nature and or outcome of the security failure(s).”

“Only those bids that score 75% (187.5 points) or more in Stage Two - Technical Evaluation (Part B) provided they did not score zero (0) or less than 50% in any criteria, and have obtained a favourable outcome from security vetting, will proceed to Stage Three - Financial Evaluation. Bidders who do not obtain 75% or more in Stage Two, Technical Evaluation (Part B), or those who fail security vetting, will have their financial bids returned to them at the end of the tendering adjudication process and will not proceed to Stage Three – Financial Evaluation.”

“Review whether the financial proposals are complete (i.e. pricing of all the items that correspond to the technical proposal and meets the required TENDER validity).”

“Ensure equitable distribution of project costs and to ensure that there is no front”

“Correct any arithmetic errors. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and the quantity, the unit price shall prevail. If there is a discrepancy between the subtotals and the total price, the total price shall be corrected. If there is a discrepancy between words and figures, the amount in words will prevail. If a bidder does not accept the correction of errors, its bid will be rejected.”

“A bidder shall qualify for EDD price margin provided that they have provided a valid EDD Registration Certificate issued by the Ministry of Investment, Trade and Industry in a category relevant to the procurement activity under consideration. The indicative price margin in the EDD Registration Certificate shall be used.”

“Bidders are required to provide a quantified contribution of each company expressed as a percentage of the total. The contribution should be traceable to items in the Technical Proposal.”

“Bidders are required to provide a quantified contribution of each company expressed as a percentage of the total. The contribution should be traceable to items in the Technical Proposal.”

“Bidders claiming CEE price margins shall provide documentation showing eligibility for the price margin claimed. Bidders wishing to claim CEE Price Margins shall be expected to appropriately indicate on the Declaration Form for Tendering Purpose (Part B), as well as provide joint venture, association, partnership, or consortia agreements. Additional information, such as certified copies of shareholding certificates and identification documents of shareholders are required.”

“Bidders claiming CEE price margins shall provide documentation showing eligibility for the price margin claimed. Bidders wishing to claim CEE Price Margins shall be expected to appropriately indicate on the Declaration Form for Tendering Purpose (Part B), as well as provide joint venture, association, partnership, or consortia agreements. Additional information, such as certified copies of shareholding certificates and identification documents of shareholders are required.”

“Bidders claiming CEE price margins shall provide documentation showing eligibility for the price margin claimed. Bidders wishing to claim CEE Price Margins shall be expected to appropriately indicate on the Declaration Form for Tendering Purpose (Part B), as well as provide joint venture, association, partnership, or consortia agreements. Additional information, such as certified copies of shareholding certificates and identification documents of shareholders are required.”

“All contracts, including financial management of the contract, shall conform to the rules, regulations, and standards of the Botswana Government. The Laws of the Republic of Botswana shall apply.”

“Bidders who have engaged in unfair business practices as defined by the Competition Act, or engaged in corrupt behaviour and practices as defined by the Corruption and Economic Act, or contravened any of the laws related to sound business practice, such as the Companies Act, or failed to meet statutory obligations from any business related regulatory authority such as FIA, BURS, NBFIRA, or DCEC, shall be disqualified and or have any award under this tender rendered invalid. Bidders who engage in fronting, tokenism or ‘rent-a-Motswana,’ practices contrary to PPADBs Code of Ethics, shall be disqualified from this tender.”

“Bidders who have engaged in unfair business practices as defined by the Competition Act, or engaged in corrupt behaviour and practices as defined by the Corruption and Economic Act, or contravened any of the laws related to sound business practice, such as the Companies Act, or failed to meet statutory obligations from any business related regulatory authority such as FIA, BURS, NBFIRA, or DCEC, shall be disqualified and or have any award under this tender rendered invalid. Bidders who engage in fronting, tokenism or ‘rent-a-Motswana,’ practices contrary to PPADBs Code of Ethics, shall be disqualified from this tender.”

“Bidders are required to indicate information in their bids which they consider confidential and whose disclosure shall be prejudicial to their interests. Failure to identify the information referred to, will render such information subject to declassification after two years following the award of a tender.”

“The Procuring Department and each tenderer submitting a tender offer shall comply with these Conditions of Tender. The Procuring Department will, in addition, act in a manner that is fair, equitable and transparent.”

“The Tender Data and additional requirements contained in the Tender Schedules that are included in the Returnable Documents are deemed to be part of these Conditions of Tender.”

“Each communication between the Procuring Department and a tenderer shall be to or from the Procuring Department's agent only, and in a form that can be read, copied and recorded. Writing shall be in the English language. The Procuring Department will not take any responsibility for non-receipt of communications from or by a tenderer. The name and contact details of the Procuring Department's agent are stated in the Tender Data.”

“Each communication between the Procuring Department and a tenderer shall be to or from the Procuring Department's agent only, and in a form that can be read, copied and recorded. Writing shall be in the English language. The Procuring Department will not take any responsibility for non-receipt of communications from or by a tenderer. The name and contact details of the Procuring Department's agent are stated in the Tender Data.”

“Submit a tender offer only if the tenderer complies with the criteria stated in the Tender Data.”

“Accept that the Procuring Department will not compensate the tenderer for any costs incurred in the preparation and submission of a tender offer.”

“Check the tender documents on receipt, including pages within them, and notify the Procuring Department of any discrepancy or omission.”

“Treat as confidential all matters arising in connection with the tender. Use and copy the documents issued by the Procuring Department only for the purpose of preparing and submitting a tender offer in response to the invitation.”

“Obtain, as necessary for submitting a tender offer, copies of the latest versions of standardised specifications, conditions of contract and other publications, which are not attached but which are incorporated into the tender documents by reference.”

“Acknowledge receipt of addenda to the tender documents, which the Procuring Department may issue, and if necessary apply for an extension to the closing time stated in the Tender Data, in order to take the addenda into account.”

“Attend a site visit and / or clarification meeting at which tenderers may familiarise themselves with the proposed work, services or supply (and location etc.) and raise questions. Details of the meeting(s) are stated in the Tender Data.”

“Request clarification of the tender documents, if necessary, by notifying the Procuring Department at least five working days before the closing time stated in the Tender Data.”

“Be aware that the extent of insurance to be provided by the Procuring Department (if any) may not be for the full cover required in terms of the conditions of contract identified in the Contract Data. The tenderer is advised to seek qualified advice regarding insurance.”

“Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes (except VAT), and other levies payable by the successful tenderer, such duties, taxes and levies being those applicable 14 days prior to the closing time stated in the Tender Data.”

“Show Value Added Tax (VAT) payable by the Procuring Department separately as an addition to the tendered total of the prices.”

“Provide rates and prices that are fixed for the duration of the contract and not subject to adjustment except as provided for in the conditions of contract identified in the Contract Data.”

“State the rates and prices in local currency unless instructed otherwise in the Tender Data. The conditions of contract identified in the Contract Data may provide for part payment in other currencies.”

“Not make any alterations or additions to the tender documents, except to comply with instructions issued by the Procuring Department, or necessary to correct errors made by the tenderer. All signatories to the tender offer shall initial all such alterations. Erasures and the use of masking fluid are prohibited.”

“Not make any alterations or additions to the tender documents, except to comply with instructions issued by the Procuring Department, or necessary to correct errors made by the tenderer. All signatories to the tender offer shall initial all such alterations. Erasures and the use of masking fluid are prohibited.”

“Not make any alterations or additions to the tender documents, except to comply with instructions issued by the Procuring Department, or necessary to correct errors made by the tenderer. All signatories to the tender offer shall initial all such alterations. Erasures and the use of masking fluid are prohibited.”

“May submit alternative tender offers only if a main tender offer, strictly in accordance with all the requirements of the tender documents, is also submitted. The alternative tender offer is to be submitted with the main tender offer together with a schedule that compares the requirements of the tender documents with the alternative requirements the tenderer proposes.”

“Accept that an alternative tender offer may be based only on the criteria stated in the Tender Data.”

“Submit a tender offer for providing the whole of the works, services or supply identified in the Contract Data, unless stated otherwise in the Tender Data.”

“Return all Returnable Documents to the Procuring Department after completing them in their entirety, either electronically (if they were issued in electronic format) or by writing in black ink.”

“Accept that tender offers, which do not provide all the data or information requested completely and in the form required, may be regarded by the Procuring Department as non-responsive.”

“Submit the parts of the tender offer communicated on paper as an original plus the number of copies stated in the Tender Data, with an English translation of any documentation in a language other than English, and the parts communicated electronically in the same format as they were issued by the Procuring Department.”

“Sign the original and all copies of the tender offer where indicated. The Procuring Department will hold all authorised signatories liable on behalf of the tenderer. Signatories for tenderers proposing to contract as Joint Ventures shall state which of them is the lead partner whom the Procuring Department shall hold liable for the purpose of the tender offer.”

“Sign the original and all copies of the tender offer where indicated. The Procuring Department will hold all authorised signatories liable on behalf of the tenderer. Signatories for tenderers proposing to contract as Joint Ventures shall state which of them is the lead partner whom the Procuring Department shall hold liable for the purpose of the tender offer.”

“Seal the original and each copy of the tender offer as separate packages marking the packages as "ORIGINAL" and "COPY". Each package shall state on the outside the Procuring Department's address and identification details stated in the Tender Data, as well as the tenderer's name and contact address.”

“Seal the original and each copy of the tender offer as separate packages marking the packages as "ORIGINAL" and "COPY". Each package shall state on the outside the Procuring Department's address and identification details stated in the Tender Data, as well as the tenderer's name and contact address.”

“Where a two-envelope system is required in terms of the Tender Data, place and seal the Returnable Documents listed in the Tender Data in an envelope marked "financial proposal" and place the remaining Returnable Documents in an envelope marked "technical proposal". Each envelope shall state on the outside the Procuring Department's address and identification details stated in the Tender Data, as well as the tenderer's name and contact address.”

“Where a two-envelope system is required in terms of the Tender Data, place and seal the Returnable Documents listed in the Tender Data in an envelope marked "financial proposal" and place the remaining Returnable Documents in an envelope marked "technical proposal". Each envelope shall state on the outside the Procuring Department's address and identification details stated in the Tender Data, as well as the tenderer's name and contact address.”

“Seal the original tender offer and copy packages together in an outer package that states on the outside only the Procuring Department's address and identification details as stated in the Tender Data.”

“Accept that the Procuring Department will not assume any responsibility for the misplacement or premature opening of the tender offer if the outer package is not sealed and marked as stated.”

“Ensure that the Procuring Department receives the tender offer at the address specified in the Tender Data not later than the closing time stated in the Tender Data. Proof of posting will not be accepted as proof of delivery. The Procuring Department will not accept tender offers submitted by telegraph, telex, facsimile or E mail, unless stated otherwise in the Tender Data.”

“Accept that, if the Procuring Department extends the closing time stated in the Tender Data for any reason, the requirements of these Conditions of Tender apply equally to the extended deadline.”

“If requested by the Procuring Department, consider extending the validity period stated in the Tender Data for an agreed additional period.”

“Provide clarification of a tender offer in response to a request to do so from the Procuring Department during the evaluation of tender offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors by the adjustment of certain rates and / or item prices. No change in the total of the prices or substance of the tender offer is sought, offered, or permitted. The total of the prices stated by the tenderer shall be binding upon the tenderer.”

“Provide, on request by the Procuring Department, any other material that has a bearing on the tender offer, the tenderer's commercial position (including notarised Joint Venture agreements), or the preferencing and / or reservation arrangements considered necessary by the Procuring Department for the purpose of a full and fair risk assessment. Should the tenderer not provide the material, or a satisfactory reason as to why it cannot be provided, by the time for submission stated in the Procuring Department's request, the Procuring Department may regard the tender offer as non-responsive.”

“If requested, submit for the Procuring Department's acceptance before formation of the contract, all securities, bonds, guarantees, policies and certificates of insurance required in terms of the conditions of contract identified in the Contract Data.”

“Check the final draft of the contract provided by the Procuring Department within the time available for the Procuring Department to issue the contract.”

“If so instructed by the Procuring Department, return all retained tender documents within 28 days after the expiry of the validity period stated in the Tender Data.”

“Bidders are requested to include fully executed (signed, dated, stamped, and filled in correctly) documents. The returnable documents are arranged into two sections – those for the Technical Proposal and those for the Financial Proposal.”

“Please sign this template and return with the technical proposal.”

“COVER LETTER (provide postal address, physical address telephone numbers, email address, name, and position of contact person etc..)”

“Submission of Copies of Relevant PPADB Registration Certificates”

“Compliance Documents (PPADB Registration. Certificate (s) / Company Constitutive documents; and Tax Clearance / Tax Exemption issued by BURS as applicable)”

“T2.2 GC Record of addenda to tender documents”

“T2.2 GG Proposed subcontractors including Draft Contract between Contractor and Sub Contractor”

“Sub-Contracting Agreement (s)”

“T2.2 GH Quality plan”

“T2.2 GJ Stock holding of spare parts”

“T2.2 GK Curriculum Vitae of Key Personnel”

“T2.2 GL Experience of tenderer”

“Past Experience, References and Contact Details of References T2.2GL – Experience of Tenderer”

“Technical Proposal (See page 81 – Format of Response)”

“The following documents shall be included in the FINANCIAL PROPOSAL”

“C1.1 Form of Offer and Acceptance”

“C1.1 - Form of Offer and Acceptance”

“C2.2 Activity Schedule/Bill of Quantities (Non-standard)”

“Detailed Pricing Information C2.2 - Activity Schedule/Bill of Quantities (Non-standard)”

“Form of intent to provide a performance bond at 5% of the estimated contract value”

“T2.2 GE - Form of intent to provide a performance bond at 5% of the estimated contract value)”

“Indicate the status of the tenderer by ticking the appropriate box hereunder. The tenderer must complete the certificate set out below for the relevant category.”

“I,_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _._ _ _ , authorised representative of _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _., hereby confirm that by resolution of the board Mr/Ms _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ , acting in the capacity of _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, was authorised to sign all documents in connection with this tender offer and any contract resulting from it on behalf of the company.”

“We, the undersigned, being the key partners in the business trading as _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ hereby authorise Mr/Ms _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, acting in the capacity of _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, to sign all documents in connection with the tender offer for Contract _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ and any contract resulting from it on our behalf.”

“NOTE: This certificate is to be completed and signed by all of the partners. Attach additional pages if more space is required.”

“We, the undersigned, are submitting this tender offer in Joint Venture and hereby authorise Mr/Ms _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, an authorised signatory of the company _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ , acting in the capacity of lead partner, to sign all documents in connection with the tender offer for Contract _ _ _ _ __ _ _ and any contract resulting from it on our behalf.”

“This authorisation is evidenced by the attached power of attorney signed by legally authorised signatories of all the partners to the Joint Venture.”

“Furthermore we attach to this Schedule a copy of the joint venture agreement which incorporates a statement that all partners are liable jointly and severally for the execution of the contract and that the lead partner is authorised to incur liabilities, receive instructions and payments and be responsible for the entire execution of the contract for and on behalf of any and all the partners.”

“I, _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ , hereby confirm that I am the sole owner of the business trading as _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.”

“I, _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, hereby confirm that I am _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ of the business trading as _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _”

“THUS SIGNED AND SWORN TO BEFORE ME COMMISSIONER OF OATHS AT _______________________ ON THIS _______ DAY OF ___________________ 20____, AT ____AM / PM, THE DEPONENT HAVING ACKNOWLEDGED THAT HE KNOWS AND UNDERSTANDS THE CONTENTS OF THIS DECLARATION AND THAT IT IS BINDING ON HIS CONSCIENCE.”

“We confirm that the following communications received from the Procuring Department before the submission of this tender offer, amending the tender documents, have been taken into account in this tender offer:”

“Attach additional pages if more space is required.”

“Signed Date Name Position Tenderer”

“Note that performance bonds may be provided only by institutions acceptable to the Bank of Botswana.”

“It is hereby agreed that a Performance Bond drafted exactly as provided in the tender documents will be provided by the Surety named below, which is an institution acceptable to the Bank of Botswana.”

“Signed Name Capacity On behalf of (name of tenderer) Date”

“CONFIRMED BY Surety's Authorised Representative”

“We notify you that it is our intention to employ the following Subcontractors / Sub consultants for work in this contract.”

“Name and address of proposed Subcontractor / Sub consultant Nature and extent of work Previous experience with Subcontractor / Sub consultant”

“If we are awarded the contract we agree that this notification does not change any contractual obligation for us to submit the names of proposed Subcontractors / Sub consultants. If there are no such requirements in the contract, then your written acceptance of this list shall be binding between us.”

“Attach additional pages if more space is required.”

“Signed Date Name Position Tenderer”

“Tenderers must • list the items most likely to be in need of regular replacement during the life cycle of the plant, materials and equipment that is the subject of supply under this contract”

“supply a separate undertaking regarding back up for operational advisory services and commitment to the availability of spares providing full details of local agency, stocks held locally, and standard parts listing with prices ex works at time of tender.”

“Item Code Description Expected operating life (years) Availability (Use Code below)”

“The following codes should be used in the ‘Availability’ column. In each case the time for delivery must take account of the location of the plant into which the item is to be installed, using the most cost effective and logical means of transport.”

“The Price must include cost of supply by the method indicated.”

“After the number of days state A if delivery is to include airfreight to Gaborone / Johannesburg, R if delivery is by road from a source within the SADC region, and S if the delivery involves sea freight from an overseas source plus road delivery from RSA Port.”

“Name: Date of Birth: Profession: Nationality: Current Position: Years with the firm: Qualification and Experience: Education: Professional Membership Experience Record Languages: Certification:”

“I, the undersigned, certify that to the best of my knowledge and belief, this data correctly describes me, my qualifications and my experience.”

“The following is a statement of similar works successfully executed by myself/ourselves:”

“Employer, contact person and telephone number. Description of contract Value of work Date completed”

“Signed Date Name Position Tenderer”

“I, ____________________________ (full name), in my capacity as .................................... (state position in Entity) hereby declare that on my behalf, and on behalf of the owners, partners / directors/ shareholders /administrators and/or Other (Please specify) ....................................................”

“All information contained herein is true and not misleading, and it is to the best of my knowledge factual and binding on the Entity and/or its Representatives.”

“I state that the (State Name of Entity) ......................................................... and/or its representatives confirm that they have not, through other entities, participated in the same tender and offer the same products in response to the same items.”

“I declare and confirm that the Entity and/or its Representatives have in fact not participated in the same tender and offered the same products in response to the same items, through any other registered company or other entity. I hereby provide a current list of Directors/ Administrators/ Partners/ Members and/or Shareholders for the Company/Partnership/ Society/Joint Venture/ Private Foundation/Statutory Body and/or other (Please specify) ...................................”

“DIRECTORS/MEMBERS/ PARTNERS NAME and/OR Other (Please Specify)”

“SHAREHOLDERS NAME NATIONALITY PERCENTAGE OF SHAREHOLDING”

“If more space is required attach additional sheet. Note that Public companies should state which stock exchange the company is listed under.”

“I further acknowledge that should any of the directors, partners, and shareholders, members/administrators /(others please specify) be found to be associated in a similar or other manner in another company/entity, participating in this tender and offering the same products in response to the same items, this shall disqualify this Company/Partnership/ Society/Joint Venture/ Private Foundation/Statutory Body, and whichever company or other entity the said director/partner/shareholder/member and/or administrator is consequently involved in.”

“I further acknowledge that should the Company /Partnership/ Society/Joint Venture/ Private Foundation/ Statutory Body or any of its affiliates or subsidiaries be found to have participated in the same tender and offered the same products in response to the same items, the said Company/Partnership/ Society/Joint Venture/ Private Foundation/Statutory Body/(others please specify) and its affiliates and/or subsidiaries shall be disqualified.”

“The Company/Partnership/ Society/Joint Venture/ Private Foundation/ Statutory Body/(others please specify), through its agents, employees or directors has not illegally communicated with any member of the procuring department or the Public Procurement and Asset Disposal Board, except as may be permitted in the relevant “instructions to tenderers” or by law.”

“The Company/Partnership/ Society/Joint Venture/ Private Foundation/Statutory Body/(others please specify), through its agents, employees, partners, members, administrators and/or directors has not paid or offered to pay any consideration, favour or promise to any member of the procuring department or any person employed by or associated with Public Procurement and Asset Disposal Board (PPADB) or its Committees.”

“I declare that this tender is submitted by us in our own right and we have not colluded in any way with any other /potential tenderer in the production and submission of this tender other than in the establishment of a joint venture or sub-contractor arrangement as fully and correctly declared in the tender.”

“I acknowledge that if after the award of this tender any of these declarations are found to be false then any contract(s) between ourselves and the procuring department and/or PPADB shall be terminated forthwith and we may be barred from future tendering for government services and liable to possible prosecution.”

“I confirm that our entity has undertaken not to collude to withdraw from a tender award, only for the reason that an unsuccessful bidder be awarded the tender. I confirm further that the entity has undertaken not to engage in frivolous complaints and litigation that frustrates project implementation.”

“SIGNED: ............................................................. NAME: ............................................ DATED:......................................... ........................................................................................... Entity Stamp”

“The declaration shall be signed by all Businesses tendering for reserved contracts and contracts subject to preferences, as a condition of each tender.”

“The company operates banking and savings accounts, the only authorised signatories are:”

“The Tenderer confirms that it is a 100% Citizen owned contractor/company and undertakes to remain a Citizen Contractor for the duration of the Contract.”

“Any changes in Ownership or Control which violate the definition of a Citizen Contractor or the subcontracting of more than 25% of the Net Amount of the Contract to non-Citizen Contractors shall be sufficient reason for the Procuring Department to terminate the Contract.”

“All the shareholders of …………………………………………………………………………………..(Name of company) have read this declaration and agree to its contents.”

“All the shareholders hereby give consent verification of the information provided above and understand that this may include but not limited to the verification of assets, liabilities, accounts, bonds and undertake to notify the competent authorities of any change to the information provided in this Declaration within seven days of such occurrence.”

“THUS SIGNED AND SWORN TO BEFORE ME COMMISSIONER OF OATHS AT _______________________ ON THIS _______ DAY OF ___________________ 20____, AT ____AM / PM, THE DEPONENT HAVING ACKNOWLEDGED THAT HE KNOWS AND UNDERSTANDS THE CONTENTS OF THIS DECLARATION AND THAT IT IS BINDING ON HIS CONSCIENCE.”

“The tenderer, identified in the signature block below, has examined the documents listed in the Tender Data and addenda thereto as listed in the Tender Schedules, and by submitting this Offer has accepted the Conditions of Tender.”

“By attaching the signature of a duly authorised representative to this part of this Form of Offer and Acceptance, the tenderer offers to perform all of the obligations and liabilities of the Contractor (or the Consultant or the Supplier as the case may be) under the Contract including compliance with all its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with the Conditions of Contract identified in the Contract Data.”

“The total of the amount tendered is _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Pula, (in words); P_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ (in figures). (Not applicable for cost reimbursable or rate only contracts)”

“This Offer, of which the tenderer has signed two originals, may be accepted by the Procuring Department by signing the form of Acceptance overleaf and returning one fully executed original of this document including the Schedule of Deviations (if any) to the tenderer before the end of the period of validity stated in the Tender Data, whereupon the tenderer becomes the party named as the Contractor, (or the Consultant, Professional Service Provider, Service Provider or the Supplier as the case may be) in the Conditions of Contract identified in the Contract Data.”

“For the tenderer: Signature(s) Name(s) Capacity (Insert name and address of organisation) Name & signature of witness Date”

“the tenderer upon the terms and conditions contained in this Agreement and in the Contract that is the subject of this Agreement.”

“Deviations from and amendments to the documents listed in the Tender Data and any addenda thereto listed in the Tender Schedules as well as any changes to the terms of the Offer agreed by the tenderer and the Procuring Department during this process of Offer and Acceptance, are contained in the Schedule of Deviations attached to and forming part of this Form of Offer and Acceptance. No amendments to or deviations from said documents are valid unless contained in this Schedule, which must be signed by the duly authorised representative(s) for both parties.”

“By affixing the signatures of the duly authorised representatives below, the Procuring Department and the tenderer both agree to and accept the foregoing Schedule of Deviations as the only deviations from and amendments to the documents listed in the Tender Data and any addenda thereto listed in the Tender Schedules, as well as any changes to the terms of the Offer agreed by the tenderer and the Procuring Department during this process of Offer and Acceptance.”

“The tenderer shall within one week of receiving a fully executed original of this Agreement, including the Schedule of Deviations (if any), contact the Procuring Department’s agent (whose details are given in the Contract Data) to arrange the delivery of any securities, bonds, guarantees, proof of insurance and any other documentation to be provided in terms of the Conditions of Contract identified in the Contract Data at, or just after, the date this Agreement comes into effect. Failure to fulfil any of these obligations in accordance with those terms shall constitute a repudiation of this Agreement.”

“Notwithstanding anything contained herein, this Agreement comes into effect on the date when the tenderer receives one fully executed original of this document, including the Schedule of Deviations (if any). Unless the tenderer (now Contractor, Consultant or Supplier) within five days of the date of such receipt notifies the Procuring Department in writing of any reason why he cannot accept the contents of this Form of Offer and Acceptance, this Agreement shall constitute a binding contract between the Parties.”

“If a tenderer wishes to submit alternative tender offers, further copies of this document may be used for that purpose, duly endorsed, ‘Alternative Tender No. _____ ‘”

“The extent of deviations from the tender documents issued by the Procuring Department prior to the tender closing date is limited to those permitted in terms of the Conditions of Tender.”

“In the event of conflict between the contents of this Schedule of Deviations and any other list or record of tender stage amendments or addenda, this Schedule shall take precedence.”

“It is expressly agreed that no information, documentation or communication not listed in the Schedule of Deviations shall have any meaning or effect in the contract between the parties arising from this Agreement.”

“Bidders should provide a detailed breakdown of all costs associated with this project. Bidders should provide unit rates, quantities (or estimated quantities), sub-total and grand total for each component.”

“Prices should be traceable to items in the technical proposal and referred to in the activity schedule, inclusive of the cost of Packaging, Insurance, Transportation, Labour costs, Material costs and Overheads and the net of all discounts being allowed.”

“Prices shall remain valid for the duration of the project.”

“The columns for “Breakdown of unit price” shall be used to consider requests for price escalation due to fluctuation of currency exchange rates under Regulation 81 of the Public Procurement and Asset Disposal (PPAD) Regulations, 2006 as well as increases of other components as would be substantiated, e.g. materials.”

“The following costs shall be deemed to be also included in the lump sum fee charged for the Project and therefore shall not be reimbursed separately: i. All communication costs and office overheads related to the project including office accommodation ii. Transport iii. Time spent on attendance of meetings as and when they are required by Client.”

“The total cost of the project should not have any variable components (like disbursement based on actual expenditure). Project Cost Estimates should be fixed.”

“The cost estimates for each Part must be given clearly and separately as follows:”

“Bidders shall be paid after delivery of each deliverable as per the proposed project phase. For each deliverable, bidders should indicate a breakdown of applicable costs as per the proposed resource (including human resource) planning. Prices should be inclusive of administrative costs, profits and all other overheads.”

“The costs for all hardware and software, and consumables to be procured for this project shall be itemized and shall be indicated as unit cost, currency, quantity and sub-total.”

“All items included as part of the pricing and procured for this project will become the Property of the Government of Botswana.”

“Goods to be procured under this project shall be delivered DDP (Delivered Duty Paid) and / or DAP (Delivered at Place – Incoterms 2010 to Gaborone, Botswana.”

“Bidders are advised that quantities of specialised hardware and consumables (including document production materials) may vary and therefore must provide unit rates, and any other information such as minimum orders and / or volume discounts if applicable. Bidders are advised to use the provided information on estimated volumes, number of users and numbers of sites/locations to compute sub- totals for each item quoted. For consumables bidders should use current issue data and ‘annual’ volumes to compute quantities for Year 1, Year 2 and Year 3 etc”

“In providing costs, Bidders should be mindful that the Government of Botswana (GoB) wishes to reserve its right to directly source all technology, hardware and consumables independent of the bidder at the end of the contract and the Bidder is required to facilitate this process as part of the”

“In this regard full supply chain visibility (including contacts of manufacturer and agents, as well as an appropriate breakdown of the unit price) should be provided as part of the bid.”

“The bidder should ensure, where applicable, adherence to manufacturer warranty and service plan requirements for all items to be procured.”

“The bidder should provide a comprehensive and detailed preventative maintenance schedule as per manufacturer guidelines. Costs should be inclusive of replacement parts and labour costs and should be appropriately broken down.”

“Bidders are requested to cost preventative maintenance over the life of the project as a monthly retainer.”

“Restorative maintenance planning shall be appropriately priced for all replacement parts as per applicable guidance from equipment manufacture based on estimated life cycle of the different components. Restorative maintenance shall be priced as a monthly retainer and the bidder is expected to provide a breakdown of the costing assumptions used to arrive at the monthly fee.”

“Restorative maintenance planning shall be appropriately priced for all replacement parts as per applicable guidance from equipment manufacture based on estimated life cycle of the different components. Restorative maintenance shall be priced as a monthly retainer and the bidder is expected to provide a breakdown of the costing assumptions used to arrive at the monthly fee.”

“Restorative maintenance planning shall be appropriately priced for all replacement parts as per applicable guidance from equipment manufacture based on estimated life cycle of the different components. Restorative maintenance shall be priced as a monthly retainer and the bidder is expected to provide a breakdown of the costing assumptions used to arrive at the monthly fee.”

“Application maintenance shall be priced as a monthly retainer and the bidder is expected to provide a breakdown of the costing assumptions used to arrive at the monthly fee.”

“Application maintenance shall be priced as a monthly retainer and the bidder is expected to provide a breakdown of the costing assumptions used to arrive at the monthly fee.”

“For all proposed training, bidders should indicate a detailed breakdown of all inputs used to compute a ‘price per student cost, for each training component.’ This cost shall be inclusive of study resources, instruction costs, testing or examination fees, travel and accommodation if applicable, and certification. Bidders shall be expected to propose cost-effecting training and skills transfer strategies. Bidders are advised that this item may be variable.”

“For all proposed training, bidders should indicate a detailed breakdown of all inputs used to compute a ‘price per student cost, for each training component.’ This cost shall be inclusive of study resources, instruction costs, testing or examination fees, travel and accommodation if applicable, and certification. Bidders shall be expected to propose cost-effecting training and skills transfer strategies. Bidders are advised that this item may be variable.”

“Goods and services originating in Botswana shall be paid for in Botswana Pula only.”

“Currency fluctuations in the exchange rate between the Pula and the currencies quoted in the tender documents shall not affect the prices specified on the said documents unless the fluctuations are substantial. In this clause, “substantial” means a currency fluctuation of 5% (five percent) above or below that prevailing at the time of submitting the tender documents. In the event of such occurrence, and provided that there has been no breach of this Agreement, the proportionate increase or decrease calculated on the date of importation of the Deliverables shall be added or deducted from the price originally quoted.”

“Where prices are subject to foreign exchange rate movements, the currency and exchange rate to Botswana Pula on which the imported component is based (directly) shall be stated as at the date of closing of the tender. The exchange rate shall correspond to the prevailing rate quoted by the Bank of Botswana.”

“Bidder who omit to provide sufficient breakdown of prices shall not be eligible for currency fluctuation claims.”

“The prices shall remain fixed for a period of twelve (12) months from the date of signing of the contract. Any request for adjustment of manufacturers or bid prices, quoted in foreign currency or in Pula for contracts of twelve months and under will not be considered.”

“Where the contract is for a period of more than twelve months, after the twelfth (12th) month of the contract price adjustments will be treated in accordance with the provisions of the signed contract and the Public Procurement and Asset Disposal Regulations, 2006.”

“Value Added Tax (VAT) is payable to Botswana Unified Revenue Services (BURS) by the client for the services rendered based on the contract sum at the stipulated rates/costs. Companies that are domiciled in Botswana and VAT registered should be identified by Tax Identification Number (TIN).”

“Bidders shall indicate in their bids, costs subject to withholding tax and those subject to VAT in line with any partnership, joint venture, or subcontracting agreements.”

“All Prices to be quoted as per the pricing instructions and broken down into the following key areas:”

“The cost of developing and rolling-out the solution. Should provide details used to arrive at a cost for each deliverable. Deliverables shall determine payment schedule for activities related to the design, development, and implementation of the solution.”

“Information on current issues, and volumes, as well as indicative numbers of users and locations shall be used to calculate quantities. V.A.T Exclusive Unit prices (DDP / DAP) should be clearly indicated as these items are likely to be variable.”

“PRICING (Sea/Road Freight) Total DDP/DAP Unit Price (d+e+f+g)”

“Provide cost assumptions used to compute monthly retainers for each of preventative, restorative and, application maintenance and indicate scheduling (i.e. when each will start to be billed) based on proposed project implementation schedule.”

“Provide a cost per student cost for each training component as well as a total cost for training based on the bidder’s interpretation of the training needs required for full control of the project by different user levels.”

“As part of the execution of this project, the successful bidder is commissioned to provide a bespoke ICT solution for which the source code belongs to the Government of Botswana.”

“For purposes of this Instruction-to-Tender Document (ITT), the source code shall mean the proprietary technology of the Application Software (including developed interfaces), as written in the original programming language, updated to the date of delivery, that will be delivered to the client on a labelled CD or other appropriate media...”

“The existing National Identification System (NIS), Births and Deaths Registration System (BDRS), Immigration and Citizenship System (ICS) and Passport and Border Control System (PBCS) should be replaced.”

“The existing National Identification System (NIS), Births and Deaths Registration System (BDRS), Passport and Border Control System (PBCS), and Immigration and Citizenship System (ICS) will be replaced.”

“The new system should use the existing Automated Biometric Identification System (ABIS).”

“The Ministry has an existing Automated Biometric Identification System (ABIS) which the new solution should use,”

“Ideally, the solution development and deployment should not take longer than 24 months with priority given to the civil registration services.”

“Be Scalable”

“Be Fully automated”

“Provide full access and ownership of source code by Government of Botswana i.e not vendor locked.”

“Fully interfaced with all Government ICT systems and consistent with Government of Botswana Enterprise Architecture.”

“4.4 Improving person registration, identification as well as person data authentication by designing, developing, implementing and commissioning a centralised population register”

“4.5 Enabling secure data sharing between key government and non-governmental entities within data protection principles. This will improve facilitation of elections, online services, accurate statistics etc”

“Enabling secure data sharing between key government and non-governmental entities within data protection principles. This will improve facilitation of elections, online services, accurate statistics etc”

“This section documents some of the key requirements on system capabilities that the bidder will be required to perform.”

“The bidder is expected to give a concise and unambiguous solution on how they will address the requirements below.”

“The bidder should also suggest any other functions that are relevant to the nature of the project according to best practice and international standards.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“Source Code belongs to Government of Botswana i.e. bidders are expected to develop a bespoke solution for the Government. Offers to provide customizable versions of commercial of the shelf systems (COTS) without the accompaniment of the complete transfer of unlimited copyright and IP rights to, and transfer of the source code, to the Government of Botswana shall be disqualified. Similarly, because open source has restrictions on the ability of Government of Botswana to exercise proprietary and intellectual property rights, offers that include open source licensing will be deemed to not have met this requirement. In addition, holding of copyright or IP under escrow agreements is specifically prohibited. Any approach that includes licensing of the application solution and its interfaces (with the exclusion of 3rd party software used to run hardware or databases, shall be disqualified.”

“VRLS: Vehicle Registration & Licensing System at Ministry of Transport and Communication”

“DRLS: Driver Registration & Licensing System at Ministry of Transport and Communication”

“GABS: Government Accounting & Budgeting System at Ministry of Finance and Economic Development”

“LITS: livestock Identification & Trace Back System at Ministry of Agriculture and Food Security”

“SOBERS: Social Benefits & Reconciliation System at Ministry of Local Government and Rural Development”

“IPMS: Integrated Patient Management System at Ministry of Health and Wellness”

“IPMS: Integrated Procurement Management System at Public Procurement and Asset Disposal Board”

“Independent Electoral Commission systems”

“Office of the President systems”

“Financial Institutions systems”

“Companies and Intellectual Property Authority”

“HRDC Labour Market Observatory”

“Statistics Botswana system”

“Botswana Qualification Authority system”

“Ministry of Investment Trade and Industry”

“Case Management System at Administration of Justice”

“xvii. Other”

“Open API gateway middleware”

“Open API gateway middleware”

“Enrolment of applicants (Alphanumeric data and Biometrics)”

“Enrolment of applicants (Alphanumeric data and Biometrics)”

“Authentication (Biometrics included)”

“Authentication (Biometrics included)”

“Decentralized online capture of applications for all offices (See APPENDIX 2 – LIST OF OFFICES on page 93 for list of offices and 33 DLS) and missions”

“Decentralized online capture of applications for all offices (See APPENDIX 2 – LIST OF OFFICES on page 93 for list of offices) and missions”

“Mobile registration (online and offline) and mobile authentication/verification at all CNR offices. (See APPENDIX 2 – LIST OF OFFICES on page 93 for list of offices) o 28 Mobile units for passport o 72 Mobile units for civil and national registration functions (functions are on pg 49) o 86 Authentication/verification units”

“Mobile registration (online and offline) and mobile authentication/verification at all CNR offices. (See APPENDIX 2 – LIST OF OFFICES on page 93 for list of offices) o 28 Mobile units for passport o 72 Mobile units for civil and national registration functions (functions are on pg 49) o 86 Authentication/verification units”

“28 Mobile units for passport”

“72 Mobile units for civil and national registration functions (functions are on pg 49)”

“86 Authentication/verification units”

“Issuance of security documents (within the system). • Biometric authentication at issuance”

“Issuance of security documents (within the system). • Biometric authentication at issuance”

“Decentralized capture of Biometrics for; • Registration/enrolment/collection (real-time) • Mobile registration (offline and online)”

“Decentralized capture of Biometrics for; • Registration/enrolment (real-time) • Mobile registration (offline and online)”

“Mobile registration (offline and online)”

“Payment management • Automatic calculation of fees • Produce proof of payment • Waived fees • Online (internet facing) payments (Use existing payment gateway that is currently being used by Ministry of Finance and Economic Development (MFED)”

“Online (internet facing) payments (Use existing payment gateway that is currently being used by Ministry of Finance and Economic Development (MFED)”

“Payment management • Automatic calculation of fees • Produce proof of payment • Waived fees • Online (internet facing) payments (Use existing payment gateway that is currently being used by Ministry of Finance and Economic Development (MFED)”

“Workflow capability i.e. to manage workflow in accordance with business processes that have been mapped / will be mapped. (see APPENDIX 4 – AS-IS PROCESS MAPS on page 117)”

“Workflow capability i.e. to manage workflow in accordance with business processes that have been mapped. (see APPENDIX 4 – AS- IS PROCESS MAPS on page 117)”

“o Investigation / Inspection o Approval/rejection o Deferral • Notify decision maker that record is awaiting action • Notification on delays”

“Online decision making with remarks • Recommendation o Investigation o Approval/rejection o Deferral • Notify decision maker that record is awaiting action • Notification on delays”

“13 Investigation / inspection modules • Dynamic identification of processes/incidents that should be subjected to investigations / inspections. • Dynamic identification of processes / incidents that should be subjected to investigations/inspections”

“Dynamic identification of processes/incidents that should be subjected to investigations/inspections • Case management of investigations”

“Case management of investigations / inspections”

“Online tip offs”

“Flagging/ adding to watch list (visible to key stakeholders e.g. BPS) e.g. contravening labour laws, cancellation of permit)”

“Flagging/ adding to watch list (visible to key stakeholders e.g. BPS)”

“Online vetting of applications by security agents”

“Online vetting of applications by security agents”

“Documents personalization, production, dispatch, issuance, activation and disposal”

“Documents personalization, production, dispatch, issuance, activation and disposal”

“Birth Certificate A5 with at least 7 ICAO and ISO recommended security features. Decentralized (DCNR offices across Botswana)”

“Birth Certificate A5 with at least 7 ICAO and ISO recommended security features. Decentralized (DCNR offices across Botswana)”

“Change of name Certificate A5 with at least 3 security features Decentralized (DCNR offices across Botswana)”

“Identification Card Contactless Electronic Card with at least 7 ICAO and ISO recommended security features using the latest technology.”

“Identification Card Contactless Electronic Card with at least 7 ICAO and ISO recommended security features using the latest technology.”

“Marriage Certificate A5 with at least 7 security features Decentralized (DCNR offices across Botswana)”

“Marriage Certificate A5 with at least 7 security features Decentralized (DCNR offices across Botswana)”

“Passport sticker with at least 7 ICAO and ISO recommended features”

“Passport sticker with at least 7 ICAO and ISO recommended features”

“Card with at least 7 ICAO and ISO recommended security features”

“A4 with at least 3 security features Decentralized (DIC offices across Botswana)”

“Passport Use existing ePassport booklets. Done only at Headquarters with an option to decentralize in future”

“Use existing Machine-Readable Emergency Travel Document.”

“Use existing Machine- Readable Emergency Travel Document.”

“A5 with at least 3 security features Decentralized (Embassies and DCNR offices across Botswana)”

“Work Permits Contactless Electronic Card with at least 7 ICAO and ISO recommended security features using the latest technology”

“Work Permits Contactless Electronic Card with at least 7 ICAO and ISO recommended security features using the latest technology”

“Emergency Work Permit ETD specifications - A5 Head Office”

“Trade Disputes A4 with at least 3 security features Decentralized (DLSS All Labour offices across Botswana)”

“A5 with at least 7 ICAO and ISO recommended security features.”

“A5 with at least 7 ICAO and ISO recommended security features.”

“Labour Inspection Reports Decentralized all Labour offices”

“Labour Inspection Reports Decentralized all Labour offices”

“Job Seekers Acknowledgement Letter Decentralized all Labour offices and all Botswana missions”

“Job Seekers Acknowledgement Letter Decentralized all Labour offices and all Botswana missions.”

“Employment Data Acknowledgement Letter Decentralized all Labour offices”

“Employment Data Acknowledgement Letter Decentralized all Labour offices”

“Double sided marking”

“600dpi micro text”

“Pigment Ink Colour with durability of 10 years minimum”

“Micro text laser engraved.”

“Laser engraved monochrome photo”

“2D barcode”

“Contactless encoding”

“Microchip (For bio data, thumb prints and iris)”

“Polycarbonate”

“ISO/IEC 7810 ID-1 size”

“Durability of minimum 10 years”

“Stickers (Residence Permit): 1. MRZ 2. 2D barcode 3. Ghost image 4. Micro text 5. Inkjet personalization 6. 105 × 74 mm 7. durability of 10 years minimum 8. hologram 9. UV light back page 10. ICAO standard sticker”

“Stickers (Residence Permit): 1. MRZ 2. 2D barcode 3. Ghost image 4. Micro text 5. Inkjet personalization 6. 105 × 74 mm 7. durability of 10 years minimum 8. hologram 9. UV light back page 10. ICAO standard sticker”

“Ghost image”

“Inkjet personalization”

“105 × 74 mm”

“hologram”

“UV light back page”

“ICAO standard sticker”

“Online services offered through a public facing customer centric portal • User sign in (password protected) • Applications (Permits, ID, Passport, Certificates, Registration of Employment Data , Registration ofTrade Unions, Registration of Trade Disputes, Registration of Job Seekers, Registration of Retrenchments) • Online eligibility self-assessment /pre-assessment (e.g Residence and work permit applications, Point based Systems, Quota System applications) • Payments (Online) • Track application (application status enquiry)”

“Online services offered through a public facing customer centric portal • User sign in (password protected) • Applications (Permits, ID, Passport, Certificates, Registration of Employment Data , Registration ofTrade Unions, Registration of Trade Disputes, Registration of Job Seekers, Registration of Retrenchments) • Online eligibility self-assessment /pre-assessment (e.g Residence and work permit applications, Point based Systems, Quota System applications) • Payments (Online) • Track application (application status enquiry)”

“Track application (application status enquiry)”

“Data integrity and security”

“Data integrity and security”

“Generate and manage Publications and Notices (e.g marriages, change of name, Trade Unions, exemptions, employment data, and publish on the Portal”

“Generate and manage Publications and Notices (e.g marriages, change of name, Trade Unions, exemptions, employment data, and publish on the Portal”

“Electronic document signing”

“Electronic document signing”

“Electronic archiving”

“Electronic archiving”

“Real time and accurate application tracking”

“Real time and accurate application tracking”

“Secure access and inventory management of security documents”

“Secure access and inventory management of security documents”

“Secure access to the system”

“System access privileges”

“System access privileges”

“Audit trail”

“Audit trail”

“Dashboard (Different dashboard for different levels and units)”

“System availability • Expiring documents • Over stays • Anticipated volumes of service requests • Retrenchments registered • List is not exhaustive”

“System availability”

“Expiring documents”

“Over stays”

“Anticipated volumes of service requests”

“Retrenchments registered”

“Report generation”

“Report generation”

“Real time backup/dynamic backup of data”

“Real time backup/dynamic backup of data”

“Online commissioning/oath • Use of electronic signatures • Secure access to the system by commissioners of oath • System should still allow for uploading of pdf supporting documents”

“Online commissioning/oath • Use of electronic signatures • Secure access to the system by commissioners of oath • System should still allow for uploading of pdf supporting documents”

“Help Desk”

“Help Desk”

“Migrate data from the following old systems”

“NIS 45GB (minus photos and fingerprints)”

“BDRS 15GB”

“ICS 3.4GB, 141 tables”

“o Passport system 300GB, 162 tables, 1, 700, 000 records. o Border Control System 105GB, 73 tables, 36, 200, 000 records. NB: These are all Oracle databases.”

“o Passport system 300GB, 162 tables, 1, 700, 000 records. o Border Control System 105GB, 73 tables, 36, 200, 000 records. NB: These are all Oracle databases.”

“Data conversion of manual files All manual functions have manual records. Please refer to page 53 for manual functions. 176,552 Marriage manual records 800 Appointed marriages officers - manual records 30,000 Change of name manual records 800 Divorce manual records 33,000 Historic birth registration manual records (before BDRS) Non-marriage clearance Investigations Permit Waivers Work Permit & Emergency Work Permit Registration and Placement of Job Seekers Recruiters Permit & License Recruitment to work outside the country Labour Inspection Trade Disputes Resolution Processing of Worker’s Compensation Registration and Management of Trade Unions Registration of Employment Data (for both Citizens and Non-Citizens) Retrenchments *numbers are indicative. Where numbers are not provided, quantities are currently unconfirmed.”

“176,552 Marriage manual records 800 Appointed marriages officers - manual records 30,000 Change of name manual records 800 Divorce manual records 33,000 Historic birth registration manual records (before BDRS)”

“All manual functions have manual records. Please refer to page 53 for manual functions. 176,552 Marriage manual records 800 Appointed marriages officers - manual records 30,000 Change of name manual records 800 Divorce manual records 33,000 Historic birth registration manual records (before BDRS) Non-marriage clearance Investigations Permit Waivers Work Permit & Emergency Work Permit Registration and Placement of Job Seekers Recruiters Permit & License Recruitment to work outside the country Labour Inspection Trade Disputes Resolution Processing of Worker’s Compensation Registration and Management of Trade Unions Registration of Employment Data (for both Citizens and Non- Citizens) *numbers are indicative. Where numbers are not provided, quantities are currently unknown.”

“Use existing gazetted templates to create forms.”

“Use existing gazetted templates to create forms.”

“Public Key Infrastructure (End to end encryption) MNIG has a Public Key Infrastructure (PKI) solution for the Passport and Border Control System in place. The PKI is connected to the ICAO Public Key Directory (PKD). The system was only recently commissioned, therefore integrating and managing the existing PKI should be a part of the proposed solution.”

“Public Key Infrastructure (End to end encryption) MNIG has a Public Key Infrastructure (PKI) solution for the Passport and Border Control System in place. The PKI is connected to the ICAO Public Key Directory (PKD). The system was only recently commissioned, therefore integrating and managing the existing PKI should be a part of the proposed solution.”

“Supply specialized hardware”

“Supply specialized hardware • Online mobile biometric authentication/verification • Biometric capture • Passport and Card readers (Passport readers at all Ports of Entry, see APPENDIX 2 – LIST OF OFFICES on page 93 for list of offices) • Barcode reader”

“Online mobile biometric authentication/verification”

“Biometric capture • Passport and Card readers (Passport readers at all Ports of Entry, see APPENDIX 2 – LIST OF OFFICES on page 93 for list of offices) • Barcode reader”

“37 System shall be flexible: • Hardware shall not be hardcoded • Use latest operating system with an option to upgrade to new releases • Use latest version of main browsers e.g.:”

“System shall be flexible: • Hardware shall not be hardcoded • Use latest operating system with an option to upgrade to new releases • Use latest versions of main browsers:”

“Use latest version of main browsers e.g.: 1. Internet Explorer 2. Chrome 3. Firefox 4. Safari”

“System should be multi-lingual to cater for official languages of the UN (i.e. English, Chinese, French, Spanish and Russian) and Setswana and KiSwahili All submissions to the central server should be auto interpreted to English for ease of processing.”

“System should be multi-lingual to cater for official languages of the UN (i.e. English, Chinese, French, Spanish and Russian) and Setswana and KiSwahili. All submissions to the central server should be auto interpreted to English for ease of processing.”

“The project will consist of the following key deliverables: 1. Project Initiation 2. Project Planning 3. Requirements Definition and Analysis 4. System Design 5. System Development 6. System Testing 7. System Deployment 8. System Review, Liability and Sign Off 9. System Maintenance 10. Project Monitoring and Control”

“To achieve the desired deliverables, the contractor must conduct a high level GAP Analysis and determine the gaps of the current situation in government with regard to among other things; technology; business processes; registration tools, policies, legislation and procedures governing registration services and migration.”

“• e-Government strategy, directions, and objectives”

“• Person identification and verification system”

“• Operational business processes for migration.”

“• Ministry operational structure”

“• Policy and legislative framework”

“• Current performance levels (Quality, speed and cost)”

“The objective of this phase is to address project initiation activities and develop a comprehensive initiation document including deliverables, composition of project team at every level of the project, roles and responsibilities, budgets and payment schedules, project control and reporting structures, risks and mitigation strategies as well as goals and targets. The deliverable of this phase would be a Project Initiation Document that shall guide implementation of the project.”

“Deliverable 1: Approved Project Initiation Document detailing project logistics according to the compiled document.”

“The planning phase establishes an initial view of the intended solution or product with the aim to build the project structure. It should highlight feasibility; risks associated with the project.”

“Deliverable 2: Comprehensive Project Plan inclusive of any other associated reports.”

“The Requirements Definition Phase should define, analyse and document business and end-user requirements. Requirements should further detail Functional and Non-Functional Requirements documents.”

“The contractor should conduct a GAP analysis of the SOUR for the following services: • Civil and national registration • Migration and border control management • Labour administration”

“In addition, the successful bidder will be expected to update the ‘AS –IS’ process maps and map processes that have not been mapped. (see APPENDIX 4 – AS-IS PROCESS MAPS on page 117.”

“Deliverable 3: System Analysis together with associated documentation”

“Here the bidder should design the solution in accordance to the approved requirements. Design elements should be built for each requirement or requirement set or module prioritised as agreed with the Ministry.”

“Design elements should be built for each requirement or requirement set or module prioritised as agreed with the Ministry.”

“Design elements should describe the software functions and features in detail. It should include functional diagrams, screen layouts, business rules, business process diagrams, entity- relationship diagram among other design tools with a full data dictionary.”

“The solution will be expected to provide an authenticating platform for interfacing with other systems”

“Approved and Documented System Requirements Specification”

“High Level Design”

“Hardware Design and Specifications (Document will be used to procure hardware)”

“Detailed System Development Plan”

“The bidder should develop the solution features and functions according to the approved design. Best practice methodologies should be followed accordingly.”

“The bidder is expected to develop the system locally here in Botswana with full involvement of local staff in the process transferring skills in preparation for future system development, management, configuration and administration.”

“locally here in Botswana with full involvement of local staff in the process transferring skills in preparation for future system development, management, configuration and administration.”

“All elements of system development should be developed with full transparency and skills transfer to local staff.”

“Testing should be done at each development stage (Component/Module) delivered.”

“5.3.6.1 Testing done at each development stage (Component/Module) delivered”

“Deliverable 5: Fully Functional System, Source code, Database structure, and Skills Transfer Sign off Document. This includes all test hardware and their related requirements.”

“The bidder is required to design and develop test cases that will be used to assess the system functionality.”

“The test cases should be approved by the Ministry before they can be administered.”

“5.3.6.2 Final system testing • User testing • Administrator testing • Integrated system testing”

“The contractor will develop test mechanisms e.g. use cases test tool.”

“Deliverable 6: System Testing Report, and the Final System Acceptance Test Report. This also includes all production hardware and their related requirements”

“This phase provides for production installation and customer acceptance of the software, and requires that all test cases were run to verify the successful software execution, correctness, and completeness.”

“System deployment shall be done in stages to be agreed and piloted according to plan.”

“Manuals should be produced in both hard copy and soft copy form.”

“System self-driven demonstration tools (online tutorial) should be produced and updated whenever the system is enhanced.”

“Deliverable 7: System Deployment Report complying to an Approved System Deployment plan”

“Deliverable 8: System Review, Liability and Sign Off according to an Agreed Upon Template.”

“The service provider is expected to detail how they will be running the 3-year post implementation Hardware and Software Maintenance of the project. In a nutshell, the service provider must state how they are going to maintain their solution for government to get utmost service delivery out of the project / contract.”

“In a nutshell, the service provider must state how they are going to maintain their solution for government to get utmost service delivery out of the project / contract.”

“It covers all the respective server environments and all operational sites as well as all production and processing site as required by Government of Botswana.”

“This means that all supplied hardware (including specialised) and all related software (including third party software) shall form part of the scope of this project.”

“Deliverable 9: Approved System Maintenance Report”

“This is a continuous activity producing various tools for purpose of Project Monitoring and Control. Tools should include amongst others, Project Risk Strategy.”

“The service providers will be expected to monitor the project on totality.”

“Deliverable 10: All Associated Tools and Comprehensive Analysis Report”

“The service provider shall be expected to meet the system maintenance requirements in order to ensure availability of the ICT solution and systems to be developed under this project. To do this it is expected that the Service Provider will adhere to the following conditions:”

“The service provider shall be expected to maintain an in-country presence in order to minimise downtimes.”

“The service provider should have good reputation in the market and their clientele should preferably include, Government Undertakings and other reputed concerns.”