Republic of Botswana
TENDER
TENDERING PROCEDURES
TENDER DATA
Title of the Contract
The conditions of tender are the Standardised Conditions of Tender as
published by the Public Procurement and Asset Disposal Board.
Each item of data given below is cross-referenced to the clause in the
Standardised Conditions of Tender to which it mainly applies. There are
many other clauses in which the data is required.
Drafting Instructions to the
Procuring Department
 Comply with the
instructions given below in
this column for options that
may be deleted.
 Complete the remaining
form fields in left hand
column by double clicking
on the spaces provided and
inserting the data.
 When completed, delete
this right column and drag
this line to right hand
boundary.
 Adjust column spacing and
set page breaks as
appropriate.
1.1
Enter the required information.
The Standardised Conditions of Tender make several references to the
Tender Data for details that apply specifically to this tender. The Tender
Data shall have precedence in the interpretation of any ambiguity or
inconsistency between it and the Standardised Conditions of Tender.
The Procuring Department is
of
1.2
The tender documents issued by the Procuring Department
comprise:
Three volume approach
One volume approach
VOL 1: TENDERING PROCEDURES
TENDER SECTION
Tendering Procedures
Tender Notice & Invitation to
Tender
Tender Data
VOL 2: RETURNABLE DOCUMENTS
List of returnable documents
Form of Offer & Acceptance
Contract Data
Pricing Data
Tender Schedules
VOLUME 3: THE CONTRACT
Part 1 Agreements & Contract
Data
Forms of Securities
Forms
of
Adjudicator’s
Appointment
Part 2 Pricing Data
Pricing Instructions
Tender Notice & Invitation to
Tender
Tender Data
List of returnable documents
Tender Schedules
CONTRACT SECTION
Part 1 Agreements & Contract
Data
Form of Offer & Acceptance
Contract Data
Forms of Securities
Forms
of
Adjudicator’s
Appointment
Part 2 Pricing Data
Pricing Instructions
Bill of quantities/ etc
Select the applicable column from
the two options in the left hand
column and delete the other,
reformatting the remaining
column.
Refer to the Users Guide for
information regarding whether to
use the Three-volume or the One-volume approach.
The Three-Volume approach is
preferable and is the only option
to use for design and construct
contracts based on activity
schedules prepared by the
tenderer.
Delete Site Information in
services and supplies contracts
Part 3 Scope of Work
Part 4 Site Information
Part 3 Scope of Work
Part 4 Site Information
Ref No. __________
Page 1 of 5
T1.2 Tender Data
1.6
The Procuring Department’s agent is:
(name)
(address)
Tel
Fax
E mail:
Provide single point of
accountability for the tender
process by naming a person in
the Procuring Department or
within an external firm appointed
to take this responsibility
2.1
The eligibility criteria for tenderers are:
Enter the required information
and delete inapplicable criteria.
1)
(Note: The operation / licence type applies
only to contractors registered in the supply
category.)
2)
3)
4)
5)
2.7
If domiciled in Botswana, registration with the Public
Procurement and Asset Disposal Board in the following
categories:
Code:
.
Subcode(s):
,
and
.
Operation / licence type:
,
or
.
Grades and ceilings:
or higher.
Tenderers that undertake to subcontract a minimum
quantum of work to local contractors / citizen contractors /
citizen or local contractor (or both) (delete categories of contractors
that are not applicable) in accordance with the Subcontracting
Schedule for Reserved Treatment.
Tenderers who confirm that they are citizen contractors and
who undertake to remain a citizen contractor for the duration
of the contract and not to subcontract more than 25% of the
contract to non-citizen contractors by completing the
Certificate of Entitlement for Reserved Treatment.
Prequalification in terms of
.
Other…….
The arrangements for a compulsory / non-compulsory site /
clarification meeting are:
Location:
Date:
Starting time:
Confirmation of attendance to be notified at least one full working
day in advance to:
Name:
Tel No:
2.13
Fax No:
The prices and rates are to be stated in
Ref No. __________
currency.
Page 2 of 5





Criterion 1 is a mandatory
requirement of the Public
Procurement and Asset
Disposal Act 2001.
Criterion 2 is used where
30% of the contract is
reserved to for local or citizen
contractors or both.
Criterion 3 is used the
contract is reserved for citizen
contractors.
Criterion 4 is used when the
Procuring Department has
prequalified tenderers.
Criterion 5 is intended to
describe any other eligibility
criteria.
Enter the required information
and delete terms that do not
apply.
If no meeting is required delete
this row.
At least one meeting should be
arranged with attendance being
compulsory if a tender is to be
submitted.
In some cases both site and
clarification meetings may be
needed. If so, adjust this
example accordingly.
Enter required information or
delete row if prices and rates are
to be submitted in the local
currency.
T1.2 Tender Data
2.16
If a tenderer wishes to submit an alternative tender offer, the only
criteria permitted for such alternative tender offer are:

Delete row if not required.
Some examples are:

A different completion date.

A different pricing
arrangement acceptable to
the Procuring Department
(but no changes to the
Conditions of Contract)

Provision of a financing
package if one has not been
requested

Different technical methods
and specifications.
2.17
Tenderers may offer for providing any of the following parts, or
combinations thereof, of the works, services or supply identified in
the Contract Data:
Describe the applicable parts of
the procurement or delete this
row if tenderers are to offer to
provide the whole of the works,
services or supply.
2.20
Parts of each tender offer communicated on paper shall be
submitted as an original, plus
copies.
Enter the required information.
2.22
2.24
The Procuring Department’s address for delivery of tender offers
and identification details to be shown on each tender offer
package are:
State physical address for
delivery of tender offers, location
of tender box, etc, and state what
information is to be shown on the
outside of the tender offer
package.
(location of Tender Box)
(physical address)
(identification details)
2.23
3.6
A two-envelope procedure will not be followed.
Delete the word ‘not’ if a twoenvelope procedure is required.
2.26
The closing time for submission of tender offers is:
Enter required information
hrs on
(day)
(date).
2.27
Telephonic, telegraphic, telex, facsimile or emailed tender offers
will not be accepted.
If telegraphic, telex, facsimile or
emailed tender offers will be
accepted, delete the word ‘not’
from this sentence.
2.28
The tender validity period is
Enter required information
2.34
Return all retained tender documents within 28 days after the
expiry of the validity period
Delete this row if not a
requirement.
3.4
The time and location for opening of the tender offers is:
Enter required information
Time
on
weeks
(date).
Location
3.15
The procedure for evaluation of responsive tender offers is:
Method
Ref No. __________
Page 3 of 5
State whether Method 1, 2, 3 or 4
applies.
See Users Guide for information
on the applicability of each
Method.
T1.2 Tender Data
3.15
The quality criteria and maximum score in respect of each of the
criteria are as follows:
Description of quality criteria
Maximum
number of tender
evaluation points
Total evaluation points for quality (WQ)
Delete this row if Method 1 or 2
applies.
Complete table using the
Guidelines for the evaluation of
Quality contained in Appendix 2A
of the User’s Guide.
The sum of the maximum
evaluation points allocated for
preferences, if any, and the
financial offer and quality must
equal 100 (i.e.: W P + W 1 + W Q =
100).
3.15
The minimum number of evaluation points for quality is
Delete this row if Method 1 or 2
applies or there is no minimum
number of points for quality.
3.15
The value of W 1 used in the formula for scoring financial offers is
.
Delete row if Method 1applies.
Enter the required information.
The evaluation points for
preferences should generally be
between 5 and 15.
The sum of the maximum
evaluation points allocated for
financial offer and preferences
and quality, if any, must equal
100 (i.e.: W 1 + W P + W Q = 100).
3.15
Up to
tender evaluation points (W P) will be awarded to
tenderers who complete the Preferencing Schedule (procurement)
(Schedule S2a) and who are found to be eligible for the preference
claimed in respect of one of the following categories of preference:
Delete row if Method 1 or Method
3 applies.
Delete if contract is classified as a
disposal or a services contract.
Enter in the form field the
maximum number of evaluation
points for preferences.
The evaluation points for
preferences should generally be
between 5 and 15.
Enter evaluation points for
different categories of preference.
The sum of the maximum
evaluation points allocated for
preferences and financial offer
and quality, if any, must equal
100 (i.e.: W P + W 1 + W Q = 100).
Category of preference
No Description
I
Joint ventures between
Citizen contractors
II
Citizen Contractor
III
Joint ventures between
non-Citizen and Citizen
Contractors
IV
Association arrangements
between Citizen
Contractors and foreign
contractors
Number of tender
evaluation points
WP
0.9 x W P
W P x 0.9 x (D1) / (100)
W P x 0.9 x (D2) / (100)
Where: W P is the maximum number of evaluation points for
preferences
D1 is the tendered Contract Participation Goal where
such goal can only be satisfied through joint venture
formation
D2 is the tendered Contract Participation Goal where such
goal can only be satisfied by engaging Citizen Contractors
other than at prime contract level.
Ref No. __________
Page 4 of 5
T1.2 Tender Data
3.15
Up to
tender evaluation points (W P) will be awarded to
tenderers who complete the Preferencing Schedule (disposal)
(Schedule S2b) and who are found to be eligible for the preference
claimed.
Delete row if Method 1 or Method
3 applies.
Delete if contract is classified as a
works, services or supplies i.e.
use for disposals (bidding).
Enter evaluation points for
different categories of preference.
The evaluation points for
preferences should generally be
between 5 and 15.
The sum of the maximum
evaluation points allocated for
preferences and financial offer
and quality, if any, must equal
100 (i.e.: W P + W 1 + W Q = 100).
3.15
Up to
tender evaluation points (W P) will be awarded to
tenderers who complete the Preferencing Schedule (procurement)
(Schedule S2c) and who are found to be eligible for the preference
claimed in respect of one of the following categories of preference:
Delete row if Method 1 or Method
3 applies.
Delete if contract is classified as a
disposal, works or supplies i.e.
use for service contracts.
Enter in the form field the
maximum number of evaluation
points for preferences.
The evaluation points for
preferences should generally be
between 5 and 15.
Enter evaluation points for
different categories of preference.
The sum of the maximum
evaluation points allocated for
preferences and financial offer
and quality, if any, must equal
100 (i.e.: W P + W 1 + W Q = 100).
Category of preference
No Description
I
Wholly owned citizen
service provider
II
Majority owned citizen
service provider
III
Minority owned citizen
service provider
3.22
Number of tender
evaluation points
WP
0,6 x W P
0,4 x W P
The number of paper copies of the signed contract to be provided
by the Procuring Department is
The usual number is two.
The additional conditions of tender are:
Such conditions should only be
used on very rare occasions.
It is easier to use Tender
Schedules for the purpose of
soliciting information to be
returned with the tender offer,
including design details for design
and build contracts. The
Conditions of Tender state that all
Schedules shall be completed
and submitted as part of the
tender offer.
1.
2.
3.
Ref No. __________
Page 5 of 5
T1.2 Tender Data