JULY - SEPTEMBER 2017 2017/18 Vol. 2 Keeping Tenders Clean

PROCUREMENT NEWS

PPADB TOURS PROJECTS MDJS TAKES PROCUREMENT CHALLENGES SERIOUSLY

Continues to page 2.

Full story to page 3.

Section 52 (3) (a) of the PPAD Act stipulates that, in execution of its functions, the Board shall, among other responsibilities, inspect and test or cause to be inspected and tested works, supplies and services which are offered or which have been furnished in accordance with any bid awarded by the Board or its committees to ensure that the award is implemented in line with the Board or Committee decision.

The full Board therefore visited two of the projects planned for site visits during the 2017/18 financial year to check if implementation was in compliance with award decisions.

The two identified projects were the Construction of Thune Dam and its Associated Works, and the Construction of Tonota - Francistown and Thapama Intersection. The projects were visited from the 4th to the 5th of September 2017.

The site visits enabled the Board to appreciate the performance of contractors and consultants, assess progress, note challenges, and remedies as well as check whether the projects were likely to meet the intended objectives.

Further, the Board sought to establish if the projects were monitored accordingly with the aim of being delivered within the contracts period,

The Ministry of Defence, Justice and Security (MDJS) takes challenges facing procurement seriously and seek to continuously improve, says the Deputy Commissioner of Police Mr Tapudzani Gabolekwe.

OVERVIEW OF PPADB The PPADB was established by an Act of Parliament, (CAP 42: 01) in 2001, to manage an effective public procurement and asset disposal system for Central Government. The Board commenced its operations in July 2002.

The primary mandate of PPADB is to adjudicate and award tenders for Central Government and any other institutions specified under the Act for the procurement of works, services and supplies. The Board is also responsible for the registration and discipline of contractors who intend to do business with Government. It supports procurement capacity building, monitor compliance to the Act and advises on procurement and asset disposal.

VISIONTo be the centre of excellence in public procurement and asset disposal by 2018.

MISSIONPPADB exists to lead a devolved, efficient, cost-effective and transparent public procurement and asset disposal system.

VALUES Integrity Transparency Fairness Service Excellence Botho

Board Members on tour of the Tonota - Francistown and Thapama Intersection project

Deputy Commissioner of Police Mr Tapudzani Gabolekwe

INSIDE THE

ISSUE

DCEC LAUNCHES ETHICS BOOKLET

PPADB AND CIPA SIGN MOU

REVISED MANDATORY TENDER DOCUMENTS

PPADB CONTINUES WITH[FAIRS & EXHIBITIONS]

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Dear reader,

Mr. Charles Keikotlhae Public Relations and Education Manager

Welcome to the second edition of the PPADB newsletter for the current financial year. The edition comes at a time when PPADB is midway into the financial year, therefore

it is time to introspect; to check how much ground we have covered in terms of implementing the annual corporate plan, and how much work is left. Dear reader; there has been a number of notable milestones that we reached as an organisation in our quest to keep tenders clean. One can mention the successful re-certification of our quality management system by the Botswana Bureau of Standards. Still on the same issue, PPADB successfully migrated from the BOS ISO 9001: 2008 to the new standard – BOS ISO 9001: 2015. The hard work put forth by the Board in reaching this milestone is worth of a praise.

The Board undertook two (2) project site visits in the northern part of the country to ascertain if contracts are implemented in line with award decisions.

PPADB also signed a Memorandum of Understanding with the Companies and Intellectual Properties Authority (CIPA) aimed at improving the ease of doing business in Botswana.

The Board therefore implore all stakeholders involved in public procurement and asset disposal to continue doing their jobs diligently to safeguard the sensitive

nature of the mandate that we have been tasked with.

Our office doors remain open for any discussion aimed at improving service delivery either directly related to PPADB or its various Committees. Thank you.

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PPADB NEWSLETTER VOL. 2 JULY - SEPTEMBER 2017 PAGE l 2

costs and within the scope and quality of the works and to ascertain if Government initiatives for citizen empowerment were being implemented accordingly.

PPADB TOURS PROJECTS

FOREWORD FROM THE PUBLIC RELATIONS AND EDUCATION MANAGER

Cast Concrete protecting the pipeline at River Crossing, Thune Dam and Associated

Works Construction.

Board Members during Thune Dam and Associated Works Construction site visit.

Board Members on tour of the Tonota - Francistown and Thapama Intersection project.

Board members and the project team at the pipeline River Crossings at Motloutse River, Thune Dam and

Associated Works Construction.

Ms. Thokwane and Ms. Motsumi listening attentively during the MDJS Capacity Building Workshop.

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PPADB NEWSLETTER VOL. 2 JULY - SEPTEMBER 2017 PAGE l 3

Giving a keynote address during the MDJS Ministerial Tender Committee (MTC) Capacity Building workshop at Majestic Five Hotel in Palapye on the 18th September 2017, Mr Gabolekwe pointed out that the workshop came at the right time as they sought to create a platform to share experiences as MTC, Procuring Entities (PEs) and users.

He said that they also wanted to have that platform for continuous education and information sharing with the expectation that at the end of the workshop participants would be in a position to carry out procurement and disposal process with utmost integrity, fairness and ultimately attract and maintain public confidence.

“We have no choice because we are using public funds to provide services to the very public that we serve. It is on this backdrop that we need to win their confidence and trust,” Mr. Gabolekwe pointed out.

He stated that Government is concerned by generally low expenditure and inadequate budget execution culture in the

public service, adding that the expenditure levels on the development budget are generally low across Government and that MDJS is no exception.

He said that the Administration of Justice is the only MDJS department to have managed to exceed 50% execution of their development budget and that they should act as a motivation to the rest of the MDJS departments.

Deputy Commissioner Gabolekwe explained that the resultant impact of low expenditure level is below par services to the public, adding that the infrastructure through which services are made accessible to the public would not be adequately in place if the budget approved by Parliament is not utilized.

“Also, the long term vision for Botswana and subsequent NDP 11 and beyond would be a mirage if expenditure levels in Government departments do not improve going forward,” he emphasized.

He said that MDJS Procuring

Entities (PEs) should understand that their activities have a direct bearing on the budget execution and employment: “If we do not act with speed, money will not be spent and projects that are supposed to create employment for our people will remain as expressed”.

Mr. Gabolekwe encouraged the MDJS PEs to ensure that evaluation of tenders is done timeously and in accordance with the PPAD Act.

He said that it is through the awarding of tenders that the country’s economy is stimulated, resulting in employment and social upliftment of citizens.

When presenting on the Procurement Process, the then PPADB acting Director Services Ms. Tumelo Motsumi implored the MDJS PEs and MTC to adequately plan their procurement activities as soon as the budgeting process has been concluded. She observed that currently the tendency is to start with ITT generation without procurement planning.

She encouraged the MDJS team to consult stakeholders before they start the procurement process, adding that they should always do a lot of market research before procuring.

Ms. Motsumi also highlighted the reasons why there is need for Procurement Planning, pointing out that planning for procurement assist in coming up with realistic budget, provide a checklist for monitoring procurement activity, enhances transparency and that it enables potential service providers to prepare themselves for the bidding stage. She underscored the importance of the role of Accounting Officers in the procurement process.

MDJS TAKES PROCUREMENT CHALLENGES SERIOUSLY

Mr. Masena of CIPA and PPADB’s Ms. John signing the MoU

PPADB NEWSLETTER VOL. 2 JULY - SEPTEMBER 2017 PAGE l 4

In line with the Government’s call for ‘ease of doing business’ in Botswana, Public Procurement and Asset Disposal Board (PPADB) and Companies and Intellectual Properties Authority (CIPA) signed a Memorandum of Understanding (MoU) on Friday, 4th of August 2017 in Gaborone aimed at formalising the working relationship between the two state entities. The PPADB Executive Chairperson Ms. Bridget John indicated that PPADB and CIPA have been working together for a period of time hence the need to formalise this collaboration for improved outcomes. “CIPA has always been an important partner to PPADB given that for PPADB to register contractors or firms seeking to do business with the Government of Botswana, such contractors should first be registered with CIPA before they can apply for registration with PPADB. In order to implement reservation and price preference

schemes in the public procurement, information on shareholding and directorship which is available from CIPA is required,” She said.Ms. John stated that it is also important for PPADB to ensure that as CIPA de-register companies for failure to comply with critical legal requirements, such information is timely availed to PPADB for appropriate action. She pointed out that such de-registered companies should not be allowed to trade with government. The MoU will provide a framework for parties to cooperate and communicate constructively in order to carry out their independent statutory responsibilities as stipulated in their mandates.

Further, the MoU will create a platform for dialogue, information exchange, and collaboration between parties in matters of mutual interest as well as recording the principles and objectives that the parties expect to underpin their ongoing relationship now and in the future.

By signing the MoU, both PPADB and CIPA agreed to meet and communicate regularly to discuss matters of common interest to enable ease of doing business in Botswana. The two entities would also discuss strategies to contribute to the ease of doing business, in so far as it is consistent with their independent responsibilities.

The MoU would also help PPADB and CIPA to work together in developing systems that would allow for sharing of information to facilitate their mandate, and it would make it possible for joint efforts in capacity building, training and facilitation of workshops on areas of mutual interest.

TENDER DOCUMENT FEES

DESCRIPTION

Various supplies and services tenders up to P250, 000Various supplies and services P250, 001 – P350, 000

P350, 001 – P500, 000

P500, 001 – P1, 000, 000

P1, 000, 001 – P5, 000, 000P5, 000, 001 – P10, 000, 000

P10, 000, 001 – P20, 000, 000P20, 000, 001 – P50, 000, 000

P50, 000, 001 – P100, 000, 000

NORMAL FEES YOUTH FEES

P100, 000, 001 – P500, 000, 000

Above P500, 000, 000

No Charge No ChargeP65

P100

P150

P250P500

P1, 100P2, 000

P5, 000

P7, 500

P10, 000

P32

P50

P75

P125P500

P550P1, 000

P2, 500

P3, 750

P5, 000

PPADB AND CIPA SIGN MOU

The Directorate on Corruption and Economic Crime (DCEC) has launched an Ethics Booklet that is aimed at promoting work ethics and integrity in organisations. The launch provided the DCEC an opportunity to brief anti-corruption stakeholders such as the public, parastatals and private organisations about the importance of ethics in preventing corruption; by development of ethical frameworks, strategies and measures.

Officially launching the Booklet, the Executive Chairperson of Public Procurement and Asset Disposal Board (PPADB) Ms. Bridget P. John stated that the initiative taken by DCEC to produce the booklet is laudable and should be seen as part of the efforts by different stakeholders to promote an upright society.

Ms. John said that the demand for ethical conduct and integrity is increasingly being placed not only on Government but on the business sector, non-governmental institutions, charitable organizations and trusts, faith based entities, political leadership, and the international community in general.

She added that “In order for us to meet this pressing demand, we need to actively promote a society that embraces the values of Ethics and Integrity at all levels, including at an individual level.”

On her part, the then Acting DCEC Director General Ms. Erica Ndlovu stated that the booklet on its own would not yield desired benefits without commitment from all stakeholders. She said that to realise the benefits, organisations and individuals need to implement the strategies outlined in the booklet.

Ms. Ndlovu explained that the Booklet also covers ethics strategies such as Integrity, Risks Assessment and Management and Integrity Enforcement Mechanisms, an important area that organisations should undertake in order to derive maximum benefits.]

She implored stakeholders to utilise the booklet optimally and widely share it.

Some of the key concepts in the booklet are; integrity strategies, integrity frameworks, integrity measures, integrity risks, and business case for integrity.

To ensure that the Booklet reaches out to a wider target, it would be distributed to public institutions such as schools and parastatals, private and non-governmental organisations.

There were 2000 booklets ready for distribution and DCEC was in the process of printing more copies.

MDJS TAKES PROCUREMENT CHALLENGES SERIOUSLY

She said that it is critical to consider risks when developing a procurement plan; for example, one has to ask himself/herself the following questions; how difficult is it to get what is needed, how important is the item to PE, what alternatives are there, what is the impact of non-availability?

She stated that Corporate Strategy should not leave behind Procurement Strategy. She pointed out that although planning is critical in procurement, PEs normally rush to implementation and experience a lot of challenges as a result.

Continued from page 3. She also made a presentation on preparation of tender documents in the standardised Bidding Package Format. Participants were taken through a step by step process of developing a bidding package.

Evaluation of tenders was also touched on, with the different evaluation methods and when to use the methods being explained in details. She implored participants to think throughly when developing an evaluation criteria to ensure objectivity in evaluation, and to understand that, no factor outside those stated in the bidding document should be taken into consideration when

evaluating except in extenuating circumstances and where it is critical to consider industry practice.

PPADB’s Ms. Segolame Thokwane presented on the Integrated Procurement Management System (IPMS) and pointed out that MDJS is one of the Ministries that have been performing well on the system.

She explained that PPADB will come up with a plan to train contractors on the system in its endeavor to make procurement paperless.Ms. Thokwane explained that IPMS is a secure system with an audit trail.

PPADB NEWSLETTER VOL. 2 JULY - SEPTEMBER 2017 PAGE l 5

Further, DCEC would continue sensitising stakeholders about the benefits of ethics and integrity within organisations.

DCEC LAUNCHES ETHICS BOOKLET

PPADB NEWSLETTER VOL. 2 JULY - SEPTEMBER 2017 PAGE l 6

HOW TO PAY ONLINE FOR PPADB SERVICES

1st STEP Log onto IMPS http://ipms.ppadb.co.bw.login

Simple steps on how to pay online for PPADB services.

2nd STEP Click one (1) under ‘Pending contractor certificate/application fee’

3rd STEP Click ‘Proceed’ under ‘Action’ (Pencil)

4th STEP Select ‘Online payment Mode’

5th STEP Click ‘Save’ then ‘Next’

6th STEP Make sure VCS payment mode is selected and click on make payment. A new tab will open where you can capture your debit card details as follows:

Capture card numberCapture expiry dateCard holders NameCapture CVC number (The last three digits on the magnetic strip behind

..........your bank card)

7th STEP Click on ‘Pay’

8th STEP Then click on ‘Continue’NB: A confirmation message will pop up instructing you to go back to the IPMS page to click on do verify payment.

9th STEP After verifying payment, click on ‘Generate receipt’, a PDF recipt will be generat-ed, you can print or save it

10th STEP After printing the receipt, click on ‘Submit’

The Public Procurement and Asset Disposal Board (PPADB) continues to exhibit at various fairs and exhibitions to build more awareness on the services offered by the Board. For the current period, the organisation participated in the 2017 annual Consumer Fair held in the month of August as well as the 2017 Lobatse Open Day held in the month of September.

The public appreciated the efforts to bring PPADB closer to them through one-on-one discussions about procurement related issues. The main issue that kept cropping up during interactions with stakeholders was the exorbitant charges that third parties continue to charge customers for PPADB registration of which they were informed that customers are not

encouraged to use third party service providers to register for PPADB certificates.

Stakeholders were informed that the process of registering with PPADB has been simplified to encourage them to do application for registration by themselves. They were also informed that PPADB has set up Customer Resource Centers in both

Gaborone and Francistown offices to assist walk-in custom-ers apply for PPADB registration.

Stakeholders were also informed about PPADB Toll Free line 0800 600 751 as well as the PPADB Face book page as additional platforms available during working hours to answer basic questions regarding contractor registration and public procurement and asset disposal in general.

Customers were given the opportunity to have a practical ‘feel’ of the IPMS during the 2017 Consumer Fair in Gaborone.

Mr. Khwese of PPADB sharing contractor registration requirements with Lobatse women entrepreneurs at the 2017 Lobatse Open Day.

PPADB CONTINUES WITH FAIRS AND EXHIBITIONS

PPADB NEWSLETTER VOL. 2 JULY - SEPTEMBER 2017 PAGE l 7

It has come to the attention of the Board that there are some Procuring Entities (PEs) that continue to require bidders to submit certified copies of PPADB certificates, Tax Clearance certificates, Trade licences, National Identity Cards, and other documents during tendering process for compliance purposes. This places a lot of burden on bidders as each time they submit tenders they need to certify copies which are also said to expire every 3 (three) months. The Board wishes to provide clarification to Procuring Entities (PEs) and contractors on mandatory documentation required to be submitted by bidders for tendering purposes.

The Board herewith highlights the revised requirements for tendering purposes. Please note that the list is not exhaustive. Bidders are advised to refer to specific tender documents for any other compliance requirements that will not call for certified copies;

PEs are advised that Tender Documents should therefore be amended accordingly to include the above requirements.

Micro Procurement

Kindly feel free to liaise with PPADB for clarity where needed at 360 2000.

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2.6.2.5.

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2.9.

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4.4.1.

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BY ORDER OF THE BOARD - October 2017

PPADB registration certificate: Submission of certified PPADB certificate is no longer a requirement. Tender documents should state codes, sub-codes and grades for Works related tenders required with a statement to the effect that procuring entities will verify contractor registration status on-line. Procuring Entities should verify the status of PPADB registration of any contractor online through the Integrated Procurement Management System (IPMS) for public tenders at http://ipms.ppadb.co.bw.BURS Tax Clearance: For local companies they should provide a tax registration number and the tax clearance certificate number. The verification of the validity of the BURS Certificates should be done by procuring entities on the BURS e-services portal at www.burs.org.bw. Foreign companies not based in Botswana should be required to submit a copy of a certified tax exemption from BURS.Declaration form for tendering purposes: The form is to be filled in full. An oath is to be taken before the Commissioner of Oath to attest to the correctness and truthfulness of the information provided. Part B of the form is to be completed by 100% citizen owned companies in order for them to be eligible for participation in Reserved Projects or gain Price Preferences. Contractors should not be required to attach any other documents from CIPA.Certificate of Authority of Signatory: Submission of certified copies of National Identity (Omang) is not required. Bidders should provide National Identity (Omang) number or notarised copy of Passport for foreigners. Trade licences: No longer required as Compliance documents.Academic qualifications: Provision of proof of registration with a professional body or academic qualifications where there is no professional body regulating the required discipline. This should be certified by commissioners of oaths or notarised by Notary Public.EDD certificate: EDD certificate has been added as a requirement for qualification for preference under citizen empowerment schemes for supplies, services and works. It is required that a copy be submitted. Procuring Entities will then verify the certificate with Ministry of Investment, Trade and Industry (MITI). The copy of the certificate therefore does not need to be certified.Proof of Citizenship /CEE Policy - Procuring Entities are advised that where there is a requirement to prove citizenship in bidding documents, bidders should be requested to provide national identity card numbers of the shareholders of the company and not copy of their identity document (Omang). The PE can then verify the information with the National Registration Office.2-5 days grace period to submit missing information: Procuring entities are still required to give bidders 2-5 days from the date of notification to submit missing documents or correct compliance documents as per Circulars No.1 and 5 of 2016.

The Board has also been made aware that PEs require the above-mentioned documents under micro procurement. PEs are reminded of Regulation 60 (2) in the PPAD Regulations which states that, “In the micro procurement method, the selection of a supplier shall be conducted on a sole supplier basis without competition and without the requirement of the following – (a) bidding documents; (b) written bid; and (c) signed contract document”. The Board appreciates that for governance purposes PEs prefer to source quotations from suppliers to ensure competition at micro procurement level. However contractors should not be unduly burdened by onerous demands at this level. PEs are reminded of PPADB Circular No. 7 of 2017 which exempted small businesses who wish to engage in micro procurement (at the time micro procurement was P30, 000.00, and the threshold was increased to P50, 000.00 in 2016) from registering with PPADB. The Board advises PEs to keep lists of suppliers which should be updated periodically to avoid situations where PEs will rely on same companies for micro procurement. Critical requirements such as trade licenses and tax clearance may be made a requirement for inclusion in the list. The list could then be used to select suppliers on a rotational basis during micro procurement provided the quality and pricing are reasonable. Accounting Offices are encouraged to find ways of preventing corruption in micro procurement through improved oversight.PEs are also advised to enter into Framework Contracts where common user items have not been included in existing Framework Contracts under the Office of Accountant General to avoid frequent use of micro procurement which is prone to abuse.

REVISED MANDATORY TENDER DOCUMENTS

Keeping Tenders Clean

Mr. Charles Keikotlhae

The following officer joined PPADB between July - September 2017

The following officer resigned from PPADB between July - September 2017

BOBSBU

RE

A

U O F S TANDAR

DS

Certified Organisation

BOS ISO 9001

GABORONEPlot 8913 Maakgadigau Road Gaborone West Industrial Site Private Bag 0058 Gaborone Tel: (+267) 360 2000/ 390 6853Fax: (+267) 390 6822

PPADB CONTACTS

Name Designation Date joinedPublic Relations & Education

Manager

TIP OFF: 17232 TOLL FREE: 0800 600 751

servicedesk@ppadb.co.bw http://ipms.ppadb.co.bw https://www.facebook.com/PPADB

STAFF NEWSSTAFF NEWS

FRANCISTOWN2 FloorBotswana Life Building Private Bag 274 Francistown Tel (+267) 240 2258 Fax: (+267) 240 2256

nd

1st September 2017

Ms. Gracious Reetsang 11th September 201721st September 2015

Name Designation Date joined

Assistant Accountant

Date of resigning

PPADB Promotioned the following officer between July - September 2017

Name Previous Position New PositionMs. Gosenyamang Serebotseng 19th July 2017Personal Assistant-

SuppliesSwitchboard Operator

Effective Date

EDITORIAL TEAM

Charles Keikotlhae

Keemenao Jappie

Phenyo Lebogang

LAYOUT/DESIGN

Ookeditse Masalila

APPOINTMENT OF THE NEW EXECUTIVE DIRECTOR – SERVICES

The Honourable Minister of Finance and Economic Development Mr. Kenneth Matambo has appointed Ms. Tumelo Motsumi as Executive Direc-tor Services with immediate effect. Tumelo Motsumi possesses a BA in Economics from the University of Botswana attained in 1997 as well as

a Masters’ Degree in Economics from the University of Stellenbosch, which she acquired in 2001.

In addition, she has undertaken the Senior Development Programme with the University of Stellenbosch in 2014. She has also undergone training in numerous soft areas such as Supervisory and Management Skills, Emotional Intelligence, Customer Service and People Selection Skills.

The technical areas she has been trained on include Project Management, Project Appraisal, Audit and Monitoring of Procurement, Designing High Performance and Sustainable Public Private Partnerships (PPPs) in Infrastructure, Health, Education, Security and Sports Sector and Procurement and Contract Management Procedures.

Ms Motsumi started her career as an Assistant Economist with the Botswana Technology Center in 1997 where she intensively trained on areas such as Project proposal

formulation and appraisal, Undertak-ing needs and impact assessment analysis and analysis of technology transfer strategies. Having rose through the ranks she left Botswana Technology Centre as a Senior Economist in 2005 to join the Public Enterprises and Evaluation Agency (PEEPA) as a Business Analyst in the Outsourcing Department responsible for the implementation of the Government Outsourcing programme.

She joined PPADB in 2008 as a Principal Procurement Specialist in the Services Division where she was responsible for providing technical advice to the Board in areas of procurement of services.

She was appointed to the position of Manager, Services in 2013 to manage the Services Division of PPADB. In May 2017, she was appointed Acting Director Services, to manage procurement in the services sector and disposal of public assets, until 13th September 2017 when she was appointed the Executive Director – Services.

MS. Tumelo Motsumi, the new Executive Director – Services