1.   Short title


   2.   Interpretation




Scope of the Act


   3.   Application


   4.   External obligations


   5.   Procurement for external obligations


   6.   Derogation


   7.   Fair treatment


   8.   Contribution to other entities


   9.   Discrimination and underpricing




Establishment, Constitution and Membership of the Board


   10.   Establishment of the Board


   11.   Composition of the Board


   12.   Appointment to the Board


   13.   Conditions of service


   14.   Tenure of Board members


   15.   Termination of membership to the Board


   16.   Resignation


   17.   Filling of vacancies of the Board




Meetings and Proceedings of the Board


   18.   Meetings of the Board


   19.   Signification of documents


   20.   Method of work of the Board


   21.   Appointment of Secretary to the Board


   22.   Functions of the Secretary


   23.   Accountability to the Board


   24.   Conditions of service of Secretary


   25.   Co-option of advisory personnel




Functions and Powers of the Board


   26.   Functions and powers of the Board


   27.   Compliance with the Act


   28.   Advise stakeholders


   29.   Standardised bidding package


   30.   National standards specification


   31.   Derogation by Board


   32.   Approval of specific instructions


   33.   Revision of bid packages


   34.   Legal status of bid packages correspondence


   35.   Evaluation procedures


   36.   Evaluation and adjudication


   37.   Power to adjudicate


   38.   References


   39.   Industry standards


   40.   Precedent to be followed


   41.   Alterations to awarded bids


   42.   Changes in bidder's circumstances


   43.   Inclusion of all relevant clauses in bidding packages


   44.   Retroactive approval


   45.   Availability of funds


   46.   End of activity report


   47.   Resiling from agreements


   48.   Recommendation of systemic improvements


   49.   Management of contractors registration system


   50.   Establishment of committees and delegation of power


   51.   Operational modalities of sub-committees


   52.   Obtaining of information


   53.   Redressing complaints


   54.   Dispute resolution


   55.   Methods of procurement


   56.   Electronic procurement


   57.   Medium of communication




Financial and Administrative Provisions


   58.   Financing of the Board


   59.   Technology, data-bases and manpower


   60.   Annual and medium term plans




Devolution of Public Procurement and Asset Disposal Management


   61.   Establishment of Ministerial Committees


   62.   Responsibilities of Ministerial procurement and Asset disposal Committees


   63.   Special Procurement Committee


   64.   District Administration Committees


   65.   Financial ceilings




Reserved and Preferential Treatment


   66.   Economic and social objectives and procurement


   67.   Empowerment of citizen contractors


   68.   Process for preferential schemes


   69.   Certification of eligibility


   70.   Eligibility for preference


   71.   Reserved schemes


   72.   Procurement preferences and reservation schemes


   73.   Scale of preference


   74.   Ranking of bids


   75.   Preference for supplies


   76.   Prime contractor and subcontractor




Accountability and Transparency: Audit and Ethics


   77.   Independent auditor


   78.   Liability of auditor


   79.   Audit by the Auditor General


   80.   Audit recommendation and the Board


   81.   Availability and comments on report


   82.   Co-operation with the auditors


   83.   Facilitating investigations


   84.   Maintenance of records


   85.   Access to documentation and data bases


   86.   Obligation to advertise


   87.   Publicity and the media


   88.   Disclosure of interest by members of the Board


   89.   Confidentiality obligations


   90.   Code of ethics and declaration of business interests


   91.   Classification of information


   92.   Rights of review and research


   93.   Declassification of information


   94.   Transmission of documents




Establishment of the Independent Complaints Review Committee


   95.   Independent Committee


   96.   Composition


   97.   Appointment


   98.   Levels and institutional representation


   99.   Conditions of service of Committee


   100.   Secretary of Independent Committee


   101.   Co-option of experts


   102.   Modalities of operation


   103.   Scope of responsibilities


   104.   Requirements in respect of grievances


   105.   Exemption


   106.   Meeting of costs


   107.   Imposition of fines


   108.   Award of costs


   109.   Co-operation with the Secretary




Advisory Committee on Public Procurement and Asset Disposal


   110.   Establishment of Advisory Committee


   111.   Membership of Advisory Committee


   112.   Meetings and functions of Advisory Committee


   113.   Appointment to Advisory Committee


   114.   Conditions of service of Advisory Committee


   115.   Method of work of Advisory Committee




Registration of Contractors


   116.   Register of contractors


   117.   Requirements to be registered


   118.   Domicile and registration


   119.   Registration and pre-qualification


   120.   Non-eligibility for non-registered contractors


   121.   Classification of contractors


   122.   Review of register


   123.   Code of conduct of contractors


   124.   Suspension and de-listing from the register


   125.   Non-registration of suspended contractors


   126.   Restriction on defaulting contractor


   127.   Procedures and regulations




General Provisions


   128.   Offences


   129.   Immunities


   130.   Regulations


   131.   Repeal and savings


   132.   Transitional period



Act 10, 2001,
S.I. 62, 2001,
S.I. 49, 2002,
Act 12, 2008,
S.I. 72, 2008.

An Act to establish the Public Procurement and Asset Disposal Board and its committees and provide for the procurement of works, supplies and services, for the disposal of public assets and related matters.

[Date of Assent: 7th August, 2001]
[Date of commencement: 2nd July, 2002]

Preliminary (ss 1-2)


1.   Short title

   This Act may be cited as the Public Procurement and Asset Disposal Act.


2.   Interpretation

   In this Act, unless the context otherwise requires-

   "Advisory Committee" means the Advisory Committee on Public Procurement and Asset Disposal established under section 110;

   "any combination thereof, however classified" means turnkey projects, build own operate projects, build operate and transfer projects or any arrangement following in this genre, which may also include management, maintenance, testing, commissioning or training;

   "bid" means tender and vice versa or an invitation by-


   (a)   a procuring entity for a provider (works, supplies or services); or


   (b)   a disposing entity for interested parties,

to submit a competitive offer in relation to a public solicitation for a specific activity which shall include design assignments;

   "bidding document" means a standard bidding package, which shall include, in relation to-


   (a)   works-


      (i)   invitation to bid;


      (ii)   specific instructions to bidders;


      (iii)   form of bid;


      (iv)   form of contract;


      (v)   conditions of contract (general and particular);


      (vi)   specifications and design drawings,


      (vii)   bills of quantities or equivalent documents approved by the Board;


      (viii)   schedule of commencement, delivery, completion, etc.; and


      (ix)   securities; or


   (b)   services-


      (i)   letter of invitation;


      (ii)   instructions or briefs to bidders;


      (iii)   description of services to be supplied;


      (iv)   terms of reference;


      (v)   technical proposal;


      (vi)   financial proposal (where applicable);


      (vii)   schedules; or


      (viii)   standard forms of contracts; and


   (c)   supplies-


      (i)   letter of invitation;


      (ii)   instructions to suppliers;


      (iii)   description of supplies;


      (iv)   technical specifications;


      (v)   financial proposal (where applicable);


      (vi)   schedules relating to delivery, payment, etc., or


      (vii)   standard forms of contracts; and


   (d)   in respect of paragraphs (a), (b) and (c) above, any other relevant forms, documents, correspondences and clarification.

   "Board" means the Public Procurement and Asset Disposal Board established under section 10;

   "Citizen Contractor" means a natural person or an incorporated company wholly owned and controlled by persons who are citizens of Botswana;

   "Committee" means a Committee of the Public Procurement and Public Asset Disposal Board, established by a decision of the Board, and delegated specific functions and powers by the Board in respect of public procurement or the disposal of public assets under the Act;

   "contract" means an agreement between a procuring entity or a disposing entity and a contractor resulting from the application of the appropriate and approved procurement or disposal procedures and proceedings, and shall be concluded in pursuance of a bid award decision by the Board or one of its Committees;

   "Contractor" or "provider" are used interchangeably and mean a natural person or an incorporated body licensed by the competent authority to undertake works, services, supplies, or any combination thereof, however classified;

   "Department" means a public entity, an extra ministerial body or a subdivision of the central Government, including schools and hospitals that derive their regular funding from the Consolidated Fund;

   "disposal" means the divestiture of public assets, including intellectual property rights and goodwill, and any other rights of the State, by any means, including sale, rental, lease, licences, tenancies, franchises, auction or any combination thereof, however classified;

   "disposing entity" means any Ministry or department duly authorised to engage in public procurement;

   "District Committees" means the District Administration Public Procurement and Asset Disposal Committees established under section 64;

   "Executive Chairperson" means the Executive Chairperson of the Public Procurement and Asset Disposal Board appointed under section 12(1);

   "Independent Committee" means the Independent Complaints Review Committee established under section 95;

   "industry standards" means best practices which shall include practices and standards which-


   (a)   are safe and environmentally friendly;


   (b)   are innovative and increase efficiencies;


   (c)   save time and costs;


   (d)   relate to materials, processes, methods, designs, equipment, products, services and practices; and


   (e)   are as defined and coded by internationally recognised contractors' associations and professional bodies in the concerned fields;

   "local contractor" means a contractor whose operation is based in Botswana irrespective of the contractor's nationality or domicile;

   "Minister" means the Minister for Finance;

   "Ministerial Committee" means the Ministerial Public Procurement and Asset Disposal Committee established by the Public Procurement and Asset Disposal Board at the ministerial level and vested with authority to conduct public procurement and the disposal of public assets on behalf of its departments, consistent with the procedures set out in this Act;

   "pre-qualification" means a screening process designed to ensure that invitations to bid are confined to capable firms;

   "procurement" means the acquisition in the public interest by any means, including by purchase, rental, lease, hire-purchase, licences, tenancies, franchises, etc., of any type of works, services or supplies or any combination thereof, however classified, and shall include management, maintenance and commissioning;

   "procuring entity" means any Ministry or department duly authorised to engage in public procurement;

   "Public Oversight Agencies" means the Attorney General's Chambers, the Auditor General's Office, the Directorate on Corruption and Economic Crime, the Office of the Ombudsman and any other institution charged with a responsibility to oversee the activities of other Government departments;

   "Registered Contractor" means a contractor registered with the Public Procurement and Asset Disposal Board in terms of this Act and any regulations made thereunder;

   "services" means all services, other than works and supplies, including banking services, insurance coverage, travel services, cleaning services, etc., and includes consultancy services;

   "specifications" means National Standards Specifications, and includes-


   (a)   a generic or functional description of the qualities required of a procurement item;


   (b)   the relevant industry standards of approaching and executing the assignment in question; and


   (c)   the appropriate good practice tests that are to be used to verify the specified quality and performance of the procured item before delivery, on delivery, during installation, and in the course of operation, as applicable and the use of which shall be mandatory in all bidding packages;

   "supplies" means goods, raw materials, products, equipment or objects of any kind and description in solid, liquid or gaseous form, and in the form of electricity, as well as services incidental to the provision of such supplies;

   "Tender Notice" means any invitation to eligible contractors to submit written offers to provide works, services and supplies, or any combination thereof; and

   "works" means any work associated with the construction, reconstruction, demolition, repair, or renovation of a building or structure, on the surface or underground, on and under water, and includes the preparation, excavation, erection, assembly, installation, testing and commissioning of any plant, equipment or materials, decoration and finishing, as well as services incidental to or independent of the foregoing works such as drilling, mapping, satellite photography, seismic investigations, similar services, and any combination thereof provided pursuant to a procurement contract.

Scope of the Act (ss 3-9)


3.   Application

   The provisions of this Act shall apply to-


   (a)   all entities of the central Government which are involved in public procurement or the disposal of public assets, whether they are located abroad or within Botswana;


   (aa)   all land boards;


   (ab)   all parastatals, statutory organisations and local authorities, in accordance with the provisions of section 8, except where exempted by the Minister by notice published in the Gazette.


   (b)   the procurement or disposal of all assets acquired by any means, including-


      (i)   purchase;


      (ii)   rental;


      (iii)   lease;


      (iv)   hire-purchase;


      (v)   licences;


      (vi)   tenancies;


      (vii)   franchises; or


      (viii)   auctions, etc.;


   (c)   the procurement of all works, services, supplies, or any combination thereof, however classified; and


   (d)   the disposal of serviceable and unserviceable-


      (i)   physical properties and land;


      (ii)   items acquired through works, services or supplies contracts;


      (iii)   intellectual and proprietary rights;


      (iv)   financial instruments, including shares, stocks, bonds, etc.; and


      (v)   goodwill and any other rights of the State.


4.   External obligations

   (1) To the extent that this Act conflicts with any obligations of the Republic of Botswana under or arising from any treaty or other agreement to which Botswana is a party, the requirements of such treaty or agreement shall prevail over this Act.

   (2) Where such treaty or agreement contains provisions favourable to citizen and local contractors, full advantage shall be taken of these in the interest of promoting domestic capacity development.

   (3) If Botswana is required under the terms of any treaty or agreement to which she is a party to contribute from her own resources, in any form, to any procurement activities within Botswana in part or wholly, jointly or separately, then procurement through such contributions shall be-


   (a)   in discrete activities where possible; and


   (b)   subject to the applicable provisions of this Act.

   (4) The disposal of any, or all of the products, or public assets accruing to Botswana as a result of procurement activities made under subsections (1) and (2) shall, similarly, be subject to the appropriate provisions of this Act.


5.   Procurement for external obligations

   Where the procurement, in the context of section 4(1) favours an external beneficiary, then-


   (a)   procurement through contributions made by Botswana shall be undertaken in Botswana, through contractors registered in Botswana;


   (b)   all relevant insurances shall be placed with companies registered in Botswana; and


   (c)   supplies shall be transported in carriers registered in Botswana.

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