RFP Botswana

REPUBLIC OF BOTSWANA
MINISTRY OF NATIONALITY, IMMIGRATION AND GENDER AFFAIRS
A TENDER FOR THE PROCUREMENT OF:
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND

THIRTY SIX (36) MONTHS MAINTENANCE OF AN INFORMATION AND COMMUNICATION
TECHNOLOGY INTEGRATED SYSTEM FOR CIVIL REGISTRATION SERVICES, MIGRATION
AND CITIZENSHIP
REFERENCE NO: SER 5/14/1

Date: 11TH SEPTEMBER 2017
NAME AND ADDRESS DETAILS OF PROCURING ENTITY AND ITS AGENT PREPARING
THE DOCUMENTS
PROCURING ENTITY AGENT
MINISTRY OF NATIONALITY Same Bantsi
IMMIGRATION AND GENDER Ministry of Nationality Immigration and Gender
AFFAIRS Affairs
Private Bag 002 Government Enclave, Block 8, Khama Crescent
Gaborone, Botswana Private Bag 002
Gaborone, Botswana
Tel: +267 361 1236 FAX: +267 395 3559
Email: sbantsi@gov.bw
Brain Moloise
Ministry of Nationality Immigration and Gender
Affairs
Private Bag 002
GABORONE
TEL: (267) 3611561 FAX: (267) 395 3559
Email: bmoloise@gov.bw
Republic of Botswana TENDER TENDER NOTICE and
TENDERING PROCEDURES INVITATION TO TENDER
TENDER NO: SER 5/14/1
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX
(36) MONTHS MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL REGISTRATION
SERVICES, MIGRATION AND CITIZENSHIP.
VOLUME 1
TENDERING PROCEDURES
T1.1 Tender Notice and Invitation to Tender
T1.2 Tender Data
T1.3 Standardized Conditions of Tender
Page 1 of 80
Republic of Botswana TENDER TENDER NOTICE and INVITATION
TENDERING PROCEDURES TO TENDER
Tender Ref No. SER 5/14/1
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX (36)
MONTHS MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL REGISTRATION SERVICES, MIGRATION
AND CITIZENSHIP.
Tender offers are invited from suitably qualified local and international registered companies with a proven track record
for the PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX
(36) MONTHS MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL REGISTRATION SERVICES,
MIGRATION AND CITIZENSHIP.
The Procuring Entity is Ministry of Nationality, Immigration and Gender Affairs
This is an open international tender
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 followingCodes and Subcodes:
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 will be done online by the Procuring Entity (P.E).
For Foreign-Based Companies:
Foreign companies are to submit duly notarized copies of constitutive documents defining their legal status, place of
registration and place of operation.
All the applicable socio-economic policies and programmes of Government regarding preference and reservation shall
be applied in this tender.
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 companys 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.
The physical address for collection of tender documents is: Ministry of Nationality, Immigration and Gender
Affairs, Government Enclave Block 8, Gaborone. 3rd Floor, Office No. 3/56. Documents may be collected during
working hours between 07:30 hours 12:45 hours and 13:45 hours - 15:30 hours with effect from 11th September
2017 and only after production of a receipt of payment of tender documents.
A non-refundable tender fee of P7, 500.00 cash or Bank Guaranteed Cheque, payable in favour of the
Government of Botswana 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 11th September 2017 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. Responses to all clarification/ queries shall be in writing and shall be
communicated to all bidders. Where appropriate Tender Addendum will be issued: Same BantsiPrivate Bag 002
Gaborone, Botswana, Tel: +267 361 1236, Fax: +267 395 3559, sbantsi@gov.bw and/or Brain Moloise Private Bag 002
Gaborone, Botswana, Tel +267 361 1561, Fax +267 395 3559, email: bmoloise@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 the 8th November 2017. 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.
Page 2 of 80
The closing date for receipt of tender offers shall be 10:00 hours on 8th November 2017. Late tender offers will NOT
be accepted. Tender opening will be on 8th November 2017at 10:00hrs. Any bidders who wish to attend the opening
session to be held at 10:00 hours on the 8th November 2017, at Ground floor, Tender opening Hall, PPADB, Plot
8913 Maakgadigau Way, Gaborone West Industrial, Gaborone Botswana, are welcome.
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.
A non-compulsory clarification meeting with representatives of the procuring entity will take place at 2nd Floor
Conference Room, Government Enclave, Block 8, Gaborone, Botswana on 10th October 2017 starting at
10:00hrs. No person participating in the clarification meeting will be allowed to represent more than one tenderer. A
register of all attendees will be kept.
The Public Procurement and Asset Disposal Boards Standardised Conditions of Tender apply to this procurement, for which
all the applicable Tender Data is contained in the tender documents.
Notwithstanding anything in the foregoing, the Government of Botswana is not bound to accept the lowest or any tender
offer, nor incur expenses in the preparation thereof.
_____________________
P. Motswagole
Public Procurement and Asset Disposal Board
Ref No. SER 5/14/1 Page 3 of 80 T1.2 Tender Data

Republic of Botswana TENDER TENDER DATA
TENDERING PROCEDURES
SERVICES, MIGRATION AND CITIZENSHIP
The conditions of tender are the Standardised Conditions of Tender as published by the Public Procurement and
Asset Disposal Board.
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.
1.1 The Procuring Entity is Ministry of Nationality, Immigration and Gender Affairs
1.2 The tender documents issued by the Procuring Department comprise:
Three volume approach
VOL 1: TENDERING PROCEDURES

Tender Notice & Invitation to Tender
Tender Data
VOL 2: RETURNABLE DOCUMENTS

List of returnable documents
Tender Schedules
VOLUME 3: THE CONTRACT
Part 1 Agreements & Contract Data

Forms of Securities
Forms of Adjudicators Appointment
Part 2 Pricing Data

Pricing Instructions
Part 3 Scope of Work
Part 4 Site Information

1.6 The Procuring Departments agentsare:
Same Bantsi
Ministry of Nationality Immigration and Gender Affairs
Private Bag 002
GABORONE
TEL: (267) 3611236 FAX: (267) 395 3559
Email: sbantsi@gov.bw
Brain Moloise
Ministry of Nationality Immigration and Gender Affairs
Private Bag 002
GABORONE
TEL: (267) 3611561 FAX: (267) 395 3559
Email: bmoloise@gov.bw
2.1 The eligibility criteria for tenderers are:
FOR LOCALLY-BASED BIDDERS/COMPANIES:
1. Provide Tax Clearance Certificate number and PIN. Verification of tax status will be done online by the
procuring entity.
2. Duly completed Declaration Form for Tendering Purposes
3. Copy of Joint Venture/Partnership/Consortium Agreement where applicable
All signatories to the JV Agreement shall provide and satisfy ALL the above requirements
(items 1 and 2).
At minimum the JV 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 and be responsible for the overall direction of the project.
b. 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.
c. The Joint Venture 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.
d. JV 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.
e. JV Agreement must indicate how and to which company payments for services provided, as and
when they become due, shall be paid.
f. JV firms must clearly indicate how they intend to meet their tax obligations with respect to 12%
VAT.
g. A firm can be in only one Joint Venture 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 firms bids.
4. Properly completedCertificate of Authority of Signatory.
5. Bidders should ensure that they are registered with Public Procurement and Asset Disposal Board
(PPADB) as follows:

Sub Code 01 (Systems Development Services and Maintenance services)
OR,


Verification of registration shall be done online by the Procuring Entity (P.E).
6. 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
FOR FOREIGN BIDDERS/COMPANIES:
1. Foreign companies are to submit duly notarized copies of constitutive documents defining their legal
status, place of registration and place of operation.
2. 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.
3. Copy of Joint Venture (JV) Agreement where applicable
All signatories to the JV Agreement shall provide and satisfy ALL the above requirements.
At minimum the JV 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 and be responsible for the overall direction of the project.
b. 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.
c. The Joint Venture 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.
d. JV 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.
e. JV Agreement must indicate how and to which company payments for services provided, as
and when they become due, shall be paid.
f. JV firms must clearly indicate how they intend to meet their tax obligations with respect to
12% VAT.
g. A firm can be in only one Joint Venture 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 firms
bids.
4. 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.
5. Properly completed Certificate of Authority of Signatory.
7. Duly completed Declaration Form for Tendering Purposes
6. 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
2.7 The arrangements for a non-compulsory clarification meeting are:
Location: Ministry of Nationality Immigration and Gender Affairs, 2nd Floor Conference Room,
Block 8, Government Enclave, Gaborone Botswana.
Date: 10th October 2017 Starting time: 10:00am
2.13 The prices and rates are to be stated in Botswana Pula (BWP) or any Internationally convertible currency.

2.20 The tender offer communicated on paper shall be submitted as one (1) original, plus five (5) duplicate
copies.
2.22 The Procuring Departments address for delivery of tender offers and identification details to be shown on
each tender offer package are:
The Board Secretary

Tender opening Room, Ground floor
Private Bag 0058
Plot 8913 Maakgadigau Way
Gaborone West Industrial.
GABORONE , BOTSWANA
IDENTIFICATION: The bid package should be labelled Tender Ref. No. SER 5/14/1,
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY
SIX (36) MONTHS MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL REGISTRATION
SERVICES, MIGRATION AND CITIZENSHIP.
2.24 A two (2) envelope procedure will be followed.

1. Technical proposals should be prepared separately from the financial proposal.
2. All tenderers shall submit One (1) original and five (5) duplicate copies of both the technical and
financial proposal.
3. 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.
4. Original documents should also be marked ORIGINAL and copies should be marked with the
word: COPY.
5. 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.
6. The two (2) envelopes shall then be placed in a large outer envelope.
7. All the envelopes shall be marked with the tender number: SER 5/14/1and tender title:
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND
THIRTY SIX (36) MONTHS MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL
REGISTRATION SERVICES, MIGRATION AND CITIZENSHIP.
8. The name of the bidder shall appear on all the three (3) envelopes.
9. No financial information should be included in the technical proposal or the technical envelope.
10. 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
2.26 The closing date and time for submission of tender offers is:8th November 2017
2.27 Telephonic, telegraphic, telex, facsimile or emailed tender offers will not be accepted.
2.28 The tender validity period is 180 (one hundred and eighty) days, from the date of the opening of the
submitted bids, and no bidder may withdraw within that period.
3.4 The time and location for opening of the tender offers is:
Time: 10:00hrson 8th November 2017
Venue:

Tender opening Room, Ground floor
Private Bag 0058
Plot 8913 Maakgadigau Way
Gaborone West Industrial.
GABORONE , BOTSWANA
3.15 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.
The evaluators shall reject any non-responsive and non-qualified tender submission.
The procedure for evaluation of responsive tender offers is:

Quality and Cost Based selection
Will be conducted on four (4) stages comprising of Compliance Check, Technical Proposal
evaluation (technical), Presentation and Financial Evaluation
Bids will be evaluated on the basis of the level of expertise and specialized knowledge
Evaluators will also consider the quality of services and price, and they will also check that all
requirements of the tender document have been satisfied
Evaluation Process
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.
For Locally Based Bidders:
Criteria Pass () / Fail (x) /

Not Applicable (n/a)
Bidders should provide a Tax Clearance Certificate number and PIN issued by
Botswana Unified Revenue Services (BURS).
Details of proposed Subcontractors where applicable;
Properly completed Certificate of Authority of Signatory.

Bidders should ensure that they are registered with Public Procurement and
Asset Disposal Board (PPADB) as follows:

Sub Code 01 (Systems Development Services and Maintenance
services)
OR,

Verification of registration shall be done online by the Procuring

Entity (P.E).
Duly Completed Declaration Form for Tendering Purposes.
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
For Foreign-Based Companies:
Criteria Pass () / Fail (x) /

Not Applicable (n/a)
Foreign companies are to submit copies of tax exemption certificate issued
and certified by BURS.
Foreign companies are to submit 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 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.
NB: Subcontracted companies shall have the appropriate PPADB Registration
Code(s) and Sub Code(s) for the work they shall be subcontracted to do
Properly completed Certificate of Authority of Signatory.
Duly Completed Declaration Form for Tendering Purposes.
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
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).
Where bidders have erroneously omitted to submit any of the above documents or those who have
submitted a wrong, unsigned, expired, incomplete or uncertified document, they shall be notified by
telephone call, or sms, or email, followed by a letter fax.
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.
Bidders who fail to adhere to the two-envelope method shall be disqualified.
STAGE TWO -TECHNICAL EVALUATION
A. FULL COMPLIANCE TO SPECIFICATION REQUIREMENTS
Bidders who qualify for Stage Two, Technical Evaluation Part A shall be assessed for full compliance to
specification requirements. Appendix 1A contains a breakdown of the system requirements. Bidders whose
proposed solution fails to meet 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).
B. TECHNICAL EVALUATION (PART B) (70% Weighting)
This section will be marked out of 100 but takes 60% of the total score. This will determine whichbidders
move to Stage Two, Part B Technical Evaluation. The weight of the criteria indicates its importance.

The quality criteria and maximum score in respect of each of the criteria are as follows:
Criterion Maximum Points

Financial status 15
Organizational
Past experience on similar projects (migration and person

Capacity
10
identification solutions)
Certification in Quality Management System 10
Key Personnel 70
Methodology and Implementation Plan 120

Proposed Solution
Proposed Technology Architectural Design 70
Maintenance Plan 45
Training Plan including Skills Transfer Plan (Target Identification,

Type of Training, Expected Outcome(s), Outcome Measurement 60
1:1:1:2)
Grand Total 400
The breakdown of how each criterion will be assessed is provided in Appendix 1B.
Only those bids that score 75% (300 points) or more in Stage Two - Technical Evaluation (Part B) provided
they did not score zero (0) or less than 50% in any category/criteria will proceed to Stage Three - Financial
Evaluation. Bidders who do not obtain 75% or more in Stage Two, Technical Evaluation (Part B), 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.
C. PRESENTATION EVALUATION (10% WEIGHTING)
Presentation evaluation gives bidders an opportunity to demonstrate technologies or systems that may not
be possible to fully explain in a written submission. This will give the Ministry the opportunity to assess in
detail, the quality and expertise of the bidder. The bidder should highlight and emphasise all key features
and aspects of their proposal.
Bidders who have successfully gone through Stage 2, Part A Technical Evaluation will be invited to make a
formal presentation to clearly demonstrate their proposals and detail how they intend to address the
requirements and implement the solution sought. Bidders are required to make the proposed Project
Implementation Manager(s) and /or Project Manager available for possible interviews during the
presentation. Please note that all expenses will be incurred by the bidder.

Evaluation Criteria Points Score Comments
(%) (%)
Understanding of requirements. 10
Demonstration & Clarification of proposed 60
project components :
Methodology and Implementation Plan
(20)
Proposed Technology Architectural
Design (30)
Maintenance Plan (10)
Training Plan including Skills Transfer Plan 30
(Target Identification, Type of Training,
Expected Outcome(s), Outcome Measurement)
TOTAL 100
The cut-off point here will be 75 out of 100 points. A recommendation will be made to PPADB for approval
and opening of the Financial bids, of those bidders who attain 75 out of 100 points (the cut off points).
Recommendation will be based on the presentation evaluation where bidders who scored equal to or more
than 75 out of 100 for stage 3 - Financial Evaluation. Bidders who do not obtain 75% or more in the Stage
Two, Part B Presentation Evaluation, will have their financial bids returned to them and will not proceed to
Stage Three Financial Evaluation.
STAGE 3 - FINANCIAL EVALUATION (20% WEIGHTING)
Financial evaluation will be conducted to:
1. 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).
2. Ensure equitable distribution of project costs and to ensure that there is no front-loading.
3. 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.
4. Convert bids to Botswana Pula to facilitate evaluation, the Ministry will convert all bid prices to
Botswana Pula: the exchange rate used for conversion will be the mid exchange rate quoted by
Bank of Botswana on the date of tender closing.
5. Apply most beneficial claimed economic empowerment Price Margin as per Economic
Diversification Drive(EDD) and Citizen Economic Empowerment (CEE) policies to each bidder.
EDD and CEE price margins will be applied as follows:
Economic Diversification Drive Price Margins for qualifying bidder. 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.
For Joint Ventures or Partnerships, EDD Price Margins will be applied on the proportion of
the contract price corresponding to the proportion of the work to be done by each citizen
company, as follows:

Comparative Price = CT (1 E)
Where:
C is the Contribution of the company qualifying for EDD Price Margin to the total project (%)
T is the Total Quoted Price by the JV or Partnership
E is the EDD Price Margin
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.
Citizen Economic Empowerment (CEE) Price Margins for qualifying bidder.
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
indicateon 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. CEE Price Margins shall be applied as per the figure below:
100 % Citizen Owned JV 10%

100% Citizen Owned associations/consortia 10%
100% Citizen Owned companies 9%
Majority Citizen Owned JVs 7%
Majority Citizen Owned associations/consortia 6%
Majority Citizen Owned companies 5%
Minority Citizen Owned JVs 4%
Minority Citizen Owned associations/consortia 4%
Minority Citizen Owned companies 3%
6. A bid shall be rated by giving a financial score of :

- An inversely proportional score, to the lowest bid cost, to other bids as per the formula below:
(Lowest cost / X) * 100 where X is the cost proposed by each bidder.
Final Ranking
1. The percentage (%) ratio of technical, to presentation to financial score will be 70:10:20.
2. The total score shall be obtained by adding the combined weighted Technical (Stage 2, Part
A), Presentation (Stage 2, Part B) and Financial (Stage 3) scores.
Bidders will be ranked according to their total weighted scores.
Shortlisting of Bidders
The bidders with the three (3) highest combined scores shall be recommended to be shortlisted for security
clearance.
The names of the shortlisted bidders shall be sent to relevant authorities for security vetting and clearance.
Once vetting has been completed, the bidder with the highest total weighted score shall be recommended
for the tender award.
CONTRACT NEGOTIATIONS
Contract negotiations with the preferred supplier will be held in Botswana. The aim of these meetings
will be to agree on all aspects of the services and sign a contract. The costs of contract negotiations
incurred by the supplier will not be borne by the Government of Botswana.
It is envisaged that a Memorandum of Agreement will govern the contract between the Government
and the successful supplier for the services.

In the event that a contract cannot be successfully negotiated within a period of thirty (30) days, The
Ministry, with the approval of PPADB, may terminate the negotiations with the first preferred supplier
and enter into contract negotiations with the next preferred supplier or any other supplier or terminate
the awarding process.
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.
Basis of Recommendation
The bidder who has scored the highest weighted Technical + Financial score and has obtained a favourable
outcome of the security clearance will be recommended for award after successful contract negotiations. If
contract negotiations fail, the second highest scoring bidder will be recommended for award. Public
Procurement and Asset Disposal Board will award the tender and reserves the right to award all, or none of
this tender.
The bidder who wins the tender shall not assign or transfer any part or all of their companys obligations
and works to any company on award of tender.
3.22 The number of paper copies of the signed contract to be provided by the Procuring Entity is three (3).
5.0 CLASSIFIED INFORMATION
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.
NOTE: This is not a disqualifying factor and shall not be used for evaluation.

Ref No. SER 5/14/1 Page 14 of 107 T1.3 Standardised Conditions of Tender
TENDER
Republic of Botswana
VOLUME 2
RETURNABLE DOCUMENTS
T2.1 List of Returnable Documents
T2.2 Tender Schedules
T2.2 GA Certificate of Authority of Signatory

T2.2 GC Record of addenda to tender documents
T2.2 GE Form of intent to provide a performance bond
T2.2 GG Proposed subcontractors
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
T2.2 GM Declaration Form for Tendering Purposes
T2.2 WD Management plan
Republic of Botswana TENDER LIST OF RETURNABLE
DOCUMENTS
RETURNABLE DOCUMENTS
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.
TECHNICAL
Submitted
DOCUMENT (Yes/No/Not
Applicable)
COVER LETTER (provide postal address, physical address telephone numbers,
email address)
Provide Tax Clearance Certificate number and PIN. Verification of tax status will
be done online by the procuring entity.
Foreign companies are to submit copies of tax exemption certificate issued and
certified by BURS.
Foreign companies are to submit duly notarized copies of constitutive
documents defining legal status, place of registration and place of operation.
Submission of Certified Copies of Relevant PPADB Registration Certificates
T2.2 GA Certificate of Authority of Signatory
T2.2 GC Record of addenda to tender documents
T2.2 GG Proposed subcontractors including Draft Contract between Contractor and Sub
Contractor
(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:
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
T2.2 GM Duly completed Declaration Form for Tendering Purposes
T2.2 WD Management plan
Technical Proposal ( Organisational Capacity, , Full Compliance to Specification
Requirements, Methodology and Implementation Plan, Proposed Technology
Architectural Design, Maintenance Plan, Training Plan including Skills Transfer
Plan)
The following documents shall be included in the FINANCIAL PROPOSAL
FINANCIAL
Submitted
DOCUMENT (Yes/No/Not
Applicable)
C1.1 Form of Offer and Acceptance
C2.2 Activity Schedule/Bill of Quantities (Non-standard)
T2.2 GE Form of intent to provide a performance bond at 5% of the estimated contract
value
Name Position
Ref No. SER 5/14/1 Page 22 of 80 T2.1 List of Returnable Documents

Republic of Botswana TENDER TENDER SCHEDULES
RETURNABLE DOCUMENTS CERTIFICATE OF AUTHORITY

OF SIGNATORY
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.
A B C D E
COMPANY PARTNERSHIP JOINT VENTURE SOLE PROPRIETOR OTHER
A. Certificate for company
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.
B. Certificate for partnership
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.
NAME ADDRESS SIGNATURE DATE
NOTE: This certificate is to be completed and signed by all of the partners. Attach additional pages if more space is required.
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.
Ref No SER 5/14/1 Page 23 of 80 T2.2GA Authority of Signatory

C. Certificate for Joint Venture
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
statementthat 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.
NAME OF FIRM ADDRESS AUTHORISING SIGNATURE, NAME

& CAPACITY
Lead partner
D. Certificate for sole proprietor.
I, _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ , hereby confirm that I am the sole owner
of the business trading as _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
E. Certificate for other.
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.
____________________________
COMMISSIONER OF OATHS
CAPACITY:

RETURNABLE DOCUMENTS RECORD OF ADDENDA TO TENDER

DOCUMENTS
T2.2 GC
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:
Date Title or Details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Attach additional pages if more space is required.
Signed Date
Name Position
Tenderer
Ref No SER 5/14/1 Page 26 of 80 T2.2GC Record of Addenda to Tender Documents

RETURNABLE DOCUMENTS FORM OF INTENT TO

PROVIDE A PERFORMANCE
BOND
T2.2 GE
Note that performance bonds may be provided only by institution 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.
Name of Surety (Bank)
Address
Signed
Name
Capacity
On behalf of (name of tenderer)
Date
CONFIRMED BY Surety's Authorised Representative
Signature(s)
Name (print)
Capacity
On behalf of Surety (Bank)
Date
Ref No SER 5/14/1 Page 27 of 80 T2.2GE Form of Intent to Provide a Performance Bond
PROPOSED SUBCONTRACTORS /
RETURNABLE DOCUMENTS SUBCONSULTANTS
T2.2 GG
We notify you that it is our intention to employ the following Subcontractors / Sub consultants for work in this
contract.
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.
Name and address of Nature and extent of work Previous experience with
proposed Subcontractor / Subcontractor / Sub consultant
Sub consultant
1.
2.
3.
4.
5.
Attach additional pages if more space is required.
Signed Date
Name Position
Tenderer
Ref No SER 5/14/1 Page 28 of 80 T2.2GG Proposed Subcontractors

QUALITY PLAN
RETURNABLE DOCUMENTS T2.2 GH
Ref No SER 5/14/1 Page 29 of 80 T2.2GH Quality Plan

RETURNABLE DOCUMENTS STOCK HOLDING

OF SPARE PARTS
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 Description Expected Availability Price (Pula)

Code operating life (Use Code including
(years) below) delivery
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.
CRIT means critical spare that should be kept in stock by the user at all times.
EX means available ex stock in Botswana within 1 days delivery time.
EX[ ] means available ex stock within the number of days indicated in brackets. 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.
For example:
B[10A] means available ex stock at site within 10 calendar days using air freight, and
B[60S] means available ex stock in 60 days using sea freight to a designated Port and road delivery to
site.
Ref No PR SER 5/14/1 Page 30 of 80 T2.2GJ Stock Holding of Spare Parts

LL[ ] means available only on special order within the lead time (including delivery and method) stated in
brackets. For example LL[120A] means special order, available at site in 120 days using air freight.
Ref No PR SER 5/14/1 Page 31 of 80 T2.2GJ Stock Holding of Spare Parts

CURRICULUM VITAE OF KEY
RETURNABLE DOCUMENTS PERSONNEL
T2.2 GK
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.
____________________________________________________ Date: ___________

[Signature of authorized representative of the Tenderer]
Ref. No. SER 5/14/1 Page 32 of 80 T2.2GK Curriculum vitae of key personnel
EXPERIENCE OF TENDERER
RETURNABLE DOCUMENTS T2.2 GL
The following is a statement of similar works successfully executed by myself/ourselves:
Employer, contact Description of contract Value of work Date

person and telephone completed
number.
Signed Date
Name Position
Tenderer
Ref. No. SER 5/14/1 Page 33 of 80 T2.2GL Experience of Tenderer

Republic of Botswana TENDER DECLARATION FORM FOR
RETURNABLE DOCUMENT TENDERING PURPOSES
Declaration to establish that Directors, shareholders, partners, members have not participated through any
other bid for the same tender.
PART A
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) ....................................................
of:
....................................................................................................................................................... (name of
Entity )
of :
.............................................................................................................................................
...................................................................................................... (Postal/physical address)
that, in connection with the enclosed tender,
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.
NOTE THAT: In the case of competing franchises, the franchises may bid for the same item but with different
products. Item means the commodity required by the procuring entity indicated in the ITT. Product means
thecommodity offered by the bidder.
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/ CAPACITY IN NATIONALITY PERCENTAGE

PARTNERS NAME and/OR ENTITY OF
Other (Please SHAREHOLD
Specify)...................... ING
1
2
3
4
5
6
7
Ref. No. SER 5/14/1 Page 34 of 80 T2.2GM Declaration Form for Tendering Purposes
SHAREHOLDERS NAME NATIONALITY PERCENTAGE OF
SHAREHOLDING
1
2
3
4
5
6
7
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
PART B
1. Declaration to establish Eligibility for Reservation and Price Preferences for 100% Citizen Owned Contractor /
Companies and other Entities.
2. The declaration shall be signed by all Businesses tendering for reserved contracts and contracts subject to
preferences,
as a condition of each tender.
3. The 100% citizenship requirements for shareholders, etc contained therein shall not withstand any previous
consents and practice, be pre condition for the award of any reserved tender.
Definition
4. The following definitions shall apply to this declaration:
100% Citizen Owned Contractor / Company: a natural person or an incorporated company wholly
owned and controlled by persons who are citizens of Botswana.
Control: the possession and exercise of legal authority and power to manage the assets, goodwill and
daily operations of a business and the active and continuous exercise of managerial and financial
authority and power in determining the policies and directing the operations of the business.
Net Amount: the financial value of the Contract at the time of the award of the Contract, exclusive of
sales tax which the law requires the Employer to pay to the Contractor.
Owned: Having all the customary incidents of ownership, including the right of disposition, and
sharing in all the risks and profits commensurate with the degree of ownership interest or shareholding
as demonstrated by an examination of the substance as well as the form of ownership arrangements
5.The company operates banking and savings accounts, the only authorised signatories are:
i. ..
.
(Bank Name and Name of signatory) (Omang No.
/Passport)
ii. ..
.
/Passport)
ii. ..
.
/Passport)
iv. ..
.
/Passport)
6. Undertakings
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. The Tenderer further undertakes not to subcontract more than
25% of the Net Amount to non-Citizen Contractors in the performance of the Contract.
7. Sanctions relating to reserved treatment
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.
8. All the shareholders of ..(Name of company) have
read this declaration and agree to its contents.
a) 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.
b) I understand and declare that each matter here deposed to is essential for the tender validity of
. (Name of company)s
NB: The Procuring Entity reserves the right to confirm the authenticity of the information provided above.
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.
____________________________
COMMISSIONER OF OATHS
CAPACITY:
MANAGEMENT PLAN
RETURNABLE DOCUMENTS T2.2 WD
Note to tenderers: Please describe the management arrangements for the work in this contract. You are
requested to include:
1. An organisation chart showing on site and off-site management personnel
2. Certified or notarized Academic certificates and if not in English should be translated to English
3. CVs for people proposed for all identified posts.
4. Details of the location (and functions) of offices from which the work will be managed.
5. Details of the experience of the staff who will be working on the project with respect to
Working with the chosen form of contract.
(Insert other experience that is important for the contractors staff to have)
If staff experience of these matters is limited, an indication of relevant training that they have attended
would be helpful.
6. An explanation of how you propose to allocate adequate resources to enable you to comply with the
requirements and prohibitions imposed on you by or under the statutory provisions relating to health and
safety.
7. Proposal outlining how objectives of the project will be achieved.
Ref. No. SER 5/14/1 Page 39 of 80 T2.2WD Management Plan

CONTRACT
VOLUME 3
CONTRACT
PART 1: AGREEMENTS AND CONTRACT DATA
C1.1 Form of Offer and Acceptance
C1.3 Forms of Securities
Performance security- demand guarantee
PART 2: PRICING DATA

C2.1 Pricing Instructions
C2.2 Activity Schedule / Bill of Quantities Non-standard
Part 3: SCOPE OF WORK

C3 Scope of work
PART 4: SITE INFORMATION

C4 Site Information
APPENDIX 1: TECHNICAL EVALUATION SCORING SHEETS

APPENDIX 2: DRAFT MEMORANDUM OF AGREEMENT
APPENDIX 3:INTEGRATED SYSTEM PROCESSES MAPS AND
REQUIREMENTS CATALOGUE
Republic of Botswana CONTRACT PART 1 FORM OF OFFER AND
AGREEMENTS & CONTRACT ACCEPTANCE
DATA
Offer
The Procuring Department, Corporate Services, Private Bag 002, Gaborone has solicited offers to enter into a
contract for the procurement of:
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX (36)
MONTHS MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL REGISTRATION SERVICES,
MIGRATION AND CITIZENSHIP
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
Acceptance
By attaching the signature of a duly authorised representative to this part of this Form of Offer and Acceptance,
the Procuring Department accepts the tenderers Offer. In consideration thereof, the Procuring Department
shall pay the Contractor, (or the Consultant or the Supplier as the case may be) the amount due in accordance
with the Conditions of Contract identified in the Contract Data. Acceptance of the tenderers Offer shall form an
Ref. No. SER 5/14/1 Page 41 of 80 C1.1 Form of Offer and Acceptance
Agreement between the Procuring Department and the tenderer upon the terms and conditions contained in
this Agreement and in the Contract that is the subject of this Agreement.
The terms of the Contract, are contained in:
Part 1 Agreements and Contract Data, (which includes this Form of Offer and Acceptance)
Part 2 Pricing Data
Part 3 Scope of Work
and drawings and documents (or parts thereof), which may be incorporated by reference into the above listed
Parts.
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.
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 Departments 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.
For the Procuring Department
Signature(s)
Name(s)
Capacity
Name &
signature of
witness Date
Note: 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. _____
(Suggested format, to be completed by the Procuring Department prior to award of contract)
Schedule of Deviations
Note:
1. 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.
2. 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.
1 Subject ______________________________________________________________
Details _____________________________________________________________________
2 Subject ______________________________________________________________
Details _____________________________________________________________________
3 Subject ______________________________________________________________
Details _____________________________________________________________________
4 Subject ______________________________________________________________
Details _____________________________________________________________________
5 Subject ______________________________________________________________
Details _____________________________________________________________________
6 Subject ______________________________________________________________
Details _____________________________________________________________________
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.
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.
For the tenderer:
Signature(s)
Name(s)
Capacity
Name &
signature of
witness Date
For the Procuring Department
Signature(s)
Name(s)
Capacity
Name &
signature of
witness Date
Republic of Botswana CONTRACT PART 1 FORMS OF SECURITIES
AGREEMENTS & CONTRACT PERFORMANCE SECURITY
DATA DEMAND GUARANTEE
Title of the Contract
Name and address of Beneficiary (whom the

contract defines as the Employer / Supplier)
We have been informed that _ _ _ _ _ _ _ _ _ (hereinafter called the Principal) is your contractor under such
Contract, which requires him to obtain a performance security.
At the request of the Principal, we ( name of bank) _ _ _ _ _ _ _ _ _ hereby irrevocably undertake to pay you,
the Beneficiary/Employer, any sum or sums not exceeding in total the amount of _ _ _ _ _ _ _ _ _ (the
guaranteed amount, say: _ _ _ _ _ _ _ _ _ ) upon receipt by us of your demand in writing and your written
statement stating:
(a) that the Principal is in breach of his obligation(s) under the Contract, and
(b) the respect in which the Principal is in breach.
Any demand for payment must contain your ministers signature which must be authenticated by your bankers
or by a notary public. The authenticated demand and statement must be received by us at this office on or
before (the date 70 days after the expected expiry of the period for notifying defects ) _ _ _ _ _ _ _ _ _ (the
expiry date), when this guarantee shall expire and shall be returned to us.
We have been informed that the Beneficiary may require the Principal to extend this guarantee if the Principal
has not completed his obligations under the Contract by the date 28 days prior to such expiry date. We
undertake to pay you such guaranteed amount upon receipt by us, within such period of 28 days, of your
demand in writing and your written statement that the Principal has not completed his obligations under the
Contract, for reasons attributable to the Principal, and that this guarantee has not been extended.
This guarantee shall be governed by the laws of Botswana subject to the jurisdiction of the courts of Botswana
and shall be subject to the Uniform Rules for Demand Guarantees, published as number 458 by the
International Chamber of Commerce, except as stated above.
Date _ _ _ _ _ _ _ _ _ Signature(s) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Ref No SER 5/14/1 Page 45 of 80 C1.3b Performance Guarantee -Demand Guarantee

Republic of Botswana CONTRACT PART 2 PRICING INSTRUCTIONS
PRICING DATA
PRICE
a) 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.
b) 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 landed cost will normally form the percentage of unit tender price
as imported materials (IM)
c) 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.
d) 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.
Solution
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 and overheads.
Technology and Hardware, and Consumables
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) Incoterms 2010 to
Gaborone, Botswana.
Maintenance
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. Where possible, bidders are requested to cost preventative maintenance over the
life of the project as a monthly retainer.
Ref No SER 5/14/1 Page 46 of 80 C2.1 Pricing Instructions

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.
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.
Training
For all proposed training, bidders should indicate a detailed breakdown of all inputs used to compute a price
per student cost. 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.
CURRENCY
The prices, and rates, where applicable are to be stated in Botswana Pula (BWP) or any other convertible
currency.
Goods and services originating in Botswana shall be paid for in Botswana Pula only.
CURRENCY FLUCTUATIONS
a) 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.
The formula used is:
BOB rate at - Rate on date when goods

tender closing date cross the border x P
____________________________________ % - 5%
BOB Rate at tender closing date
BOB = Bank of Botswana

P = Price of imported components
b) 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.
PRICE INCREASE

(a) 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.
(b) Where the contract is for a period of more than twelve months, after the twelfth (12 th) 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.
TAXATION
Value Added Tax (VAT)
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).
With-holding Tax
This tax is payable to BURS by service providers not registered and domiciled in Botswana based on a certain
percentage that is payable to the company depending on the country of origin. It is not standard.
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.

Republic of Botswana CONTRACT PART 2 ACTIVITY SCHEDULE/ BILL OF
PRICING DATA QUANTITIES (NON-
STANDARD)
C2.2
All Prices to be quoted as per the pricing instructions
Ref No SER 5/14/1 Page 49 of 80 C2.2 Activity Schedule / Bill of Quantities (Non-standard)
Republic of Botswana CONTRACT PART 3 SCOPE OF WORK:
SCOPE OF WORK SERVICES CONTRACTS
SCOPE OF WORK
1. BACKGROUND
1.1 The mandate of the Ministry of Nationality, Immigration and Gender Affairs includes management
and control of migration as well as management of civil and national registration. Key to this is
efficient facilitation of services to the citizenry and ease of doing business.
1.2 In that regard, efficacy, efficiency and effectiveness as well as data integrity and security are
paramount. On this note, Information and Communication Technology (ICT) is a key enabler in
expanding the Ministrys capacity to facilitate business, deliver services efficiently, and to improve on
customer satisfaction. Further, use of ICT is inevitable for both management of data and provision of
online services thereby opening opportunities for job creation.
1.3 The Migration management function is intended to facilitate ease of doing business through
expeditious enrolment, processing and issuance of Visa, Residence Permits and other permits for the
foreign nationals who invest and/or take up employment or residency in Botswana. It caters for
management, control and monitoring of these processes. The mandate also covers monitoring of
border control, issuance of Botswana passports to citizens and granting of Citizenship to foreigners on
merit.
1.4 The Ministry has the following four systems:
1. National Identification System (NIS), which is used to produce and issue National
Identity Card (Omang) to citizens.
NIS is made up of Automated Biometric Identification System (ABIS) and Card

Production System (CPS).
Automated Biometric Identification System (ABIS)
ABIS is used for storing and authenticating fingerprints and photos during Omang and
Passport issuance to ascertain the citizenship of applicants. It is interfaced with CPS
CPS
Card Production System is used to register citizens and produce National Identity Cards
(Omang) after authenticating with ABIS.
Ref No: SER 5/14/1 Page 50 of 80 C3.1 Scope of Work (services contract)
2. Birth and Deaths Registration System (BDRS) used to register births and deaths
and issue respective certificates.
3. Immigration and Citizenship System (ICS) used to manage migration of
foreigners and issuance of Visa, residence permits, citizenship and investigations.
4. Passport and Border Control System (PBCS) is made up of Passport
Personalization System (PPS) and Border Control System (BCS). PPS is used
for personalizing and printing passport booklets while BCS is used to manage border
movement.
1.5 Key Functions Per Department
1.5.1 Civil and National Registration
In terms of civil and national registration, the key functions of the systems are:
FUNCTION SYSTEM *VOLUMES
(AVERAGES)
Registration of a Birth Births and Deaths Registration 19,000 birth registrations
System (BDRS) per quarter
Registration of a Death Births and Deaths Registration 3,500 death registrations
System (BDRS) per quarter
Change of Name Manual 1000 applications per year
Application for a National Identity National Identification System 13,000 applications per
Card (OMANG) (NIS) month
Registration of Marriages Manual 1600 per quarter
Registration of Divorces Manual 150 per quarter
Appointment of Marriage Officers Manual 20 per quarter
Registration of Societies Manual (Currently being 250 per quarter
automated)
Non-Marriage Clearance Manual 100 per quarter
Investigations Manual 250 cases per quarter
*Numbers shown are indicative and are subject to change.
1.5.2 Department of Immigration and Citizenship
In terms of border control and management of migration the key functions and systems that support
them are as follows:
FUNCTION SYSTEM VOLUMES
(AVERAGES)
VISA Application Immigration and Citizenship system 200 VISAs issued a
(ICS) month
Residence Permit Application Immigration and Citizenship system 12,000 per month
(ICS)
Permanent Residence Immigration and Citizenship system 43 per month
(ICS)
Citizenship Application - Immigration and Citizenship system 200 per month
Resumption, Settlement, Minor (ICS)
& Under 21
Citizenship Application Immigration and Citizenship system
Naturalization (ICS)
Citizenship Application - Immigration and Citizenship system
Presidential Grant 10A (ICS)
Citizenship Application - Immigration and Citizenship system
Presidential Grant 10B (ICS)
Citizenship Renunciation Immigration and Citizenship system Unknown
(ICS)
Border Control Passport and Border Control System 100,000 per
(PBCS) quarter
Passport and Emergency Travel Passport and Border Control System 1600 per month
Document (PBCS
Repatriation Immigration and Citizenship system 1000 per month
(ICS)
Cancelation of permits Immigration and Citizenship system 30 per month
(ICS)
Deportation Immigration and Citizenship system 1 per month
(ICS)
Appeal (Residence Permit) Immigration and Citizenship system 280 per month
Application (ICS)
Immigration Consultants Registration of Immigration Consultants 50 per month
System
Extension of Days (Beyond 90 Immigration and Citizenship system 90 per month
Days) (ICS)
Permit waivers (Various) Some are Manual some done in 1000 per quarter
Immigration and Citizenship system
(ICS)
Investigations Immigration and Citizenship system Unknown
(ICS)
2 MINISTRY INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) SYSTEMS CHALLENGES
The primary challenge faced by the Ministry is that current systems do not effectively facilitate timely service
delivery and effective business facilitation resulting in delivery bottlenecks. Fundamentally, these
bottlenecksresult in an outcry from the business sector for loss of business due to delay in getting critical skills
and the citizenry who regularly decry poor customer service/ poor access to services. Some of the causal
factors include the following:
2.1 OBSOLETE SYSTEMS
Ministry of Nationality, Immigration and Gender Affairs (MNIG) systems have long exceeded their life span and
are in archaic stage. This results in regular breakdown and inefficiency in processing registrations and
documents production. Below is a list of systems that need replacement:
2.1.1 National Identification System (NIS)is 17 years old. The system runs on Windows XP and
Server 2000 and is no longer supported by Microsoft. Hardware and software used for this
system is no longer manufacturedthus disabling maintenance and rendering the technology
obsolete.
2.1.2 Births and Deaths Registration System (BDRS) is12 years old and also has its hardware and
software manufacture discontinued.
2.1.3 Immigration and Citizenship System (ICS) is 7 years old and its challengesare as the two
systems above.
2.2 MANUAL SYSTEMS
The Ministry has manual functions that contribute to longer turnaround times and inefficiency of operations.
These systems and/or functions are:
2.2.1 Department of Civil and National Registration

2.2.1.1 Change of name
2.2.1.2 Registration of marriages
2.2.1.3 Registration of divorces
2.2.1.4 Appointment of marriage officers
2.2.1.5 Registration of societies (Automation on-going)
2.2.2 Department of Immigration and Citizenship System
2.2.2.1 Permit Waivers
2.3 STAND-ALONE INTERNAL SYSTEMS
These do not communicate with each other and those of sister ministries yet contributing to the same mandate
resulting in duplication of effort, delay and data gaps. Such systems include the INTEGRATED Patient
Management System and Births and Deaths Registration System for online notification of births and deaths
occurrences and vital statistics systems under Statistics Botswana; Case Management System in the
Administration of Justice for divorce updates against the marriage register that is currently manual. There is a
need for a centralised population register. Systems and business processes are not INTEGRATEDnor interfaced
to one another. The current systems do not have workflow decision support system. The current systems do
not have dash boards for reporting, hence lack of unified collaboration.
2.4 SOURCE CODE OWNERSHIP
The current systems are vendor locked and not open standard. This means crucial enhancements cannot be
done and maintenance are costly and / or difficult to undertake using other vendors hence loss of opportunity
for cost savings and value add.
2.5 NO CENTRAL PERSON DATA REPOSITORY
The Ministry needs to have a central person data repository/ population register as the NIS is not
comprehensive enough to facilitate person identification for both the public and private sector. This hampers
efficient and secure service delivery across the spectrum.
3 GOAL
The goal of this project is to develop an ICT integrated system for civil registration services, migration and
citizenship. 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 new system should use the existing Automated Biometric Identification System (ABIS).
Ideally, the solution development and deployment should not take longer than24 months with priority given to
the civil registration services.
The solution shall:

- 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 OBJECTIVES
The objectives of this project include:
4.1 Improving ease of doing business

4.2 Promoting efficient and secure movement of persons across borders
4.3 Improving person registration, identification as well as person data authentication by designing,
developing, implementing and commissioning a centralised population register
4.4 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
5 SCOPE OF WORK - SYSTEM DEVELOPMENT
5.1 SYSTEM REQUIREMENTS SPECIFICATIONS
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.
SYSTEM REQUIREMENTS SPECIFICATIONS
1 Source Code belongs to Government of Botswana
2 Interface /integrate with: (security organs databases for Identity matching and validation, external
government systems, private sector systems, internal systems)
Some of the systems that will interface with the new system are:
i. PBCS: Passport & Border Control System at Ministry of Nationality, Immigration and Gender Affairs
ii. VRLS: Vehicle Registration & Licensing System at Ministry of Transport and Communication
iii. GABS: Government Accounting & Budgeting System at Ministry of Finance and Economic Development
iv. LITS: livestock Identification & Trace Back System at Ministry of Agriculture and Food Security
v. SOBERS: Social Benefits & Reconciliation System at Ministry of Local Government and Rural
Development
vi. IPMS: Integrated Patient Management System at Ministry of Health and Wellness
vii. IPMS: Integrated Procurement Management System at Public Procurement and Asset Disposal Board
viii. Independent Electoral Commission systems
ix. Office of the President systems
x. Financial Institutions systems
xi. Other
3 Open API gateway middleware
4 Enrolment of applicants (Alphanumeric data and Biometrics)
5 Authentication (Biometrics included)
6 Decentralized online capture of applications(See Appendix B on the SOUR for list of offices)
7 Mobile registration (online and offline) and mobile authentication/verification at all CNR offices. (See
Appendix B on the SOUR for list of offices)
8 Issuance of security documents (within the system).
Biometric authentication at issuance
9 Decentralized capture of Biometrics for;
Registration/enrolment (real-time)
Mobile registration (offline and online)
10 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)
11 Workflow capability i.e. to manage workflow in accordance with business processes that have been
mapped. (Refer to 1.5 on page 51 for all processes, Also refer to Section 2.1 and 2.2 on the
SOUR)
12 Online decision making with remarks
Recommendation
o Investigation
o Approval/rejection
o Deferral
Notify decision maker that record is awaiting action
13 Investigation module
Dynamic identification of processes/incidents that should be subjected to investigations.
Case management of investigations

Online tip offs
14 Flagging/ adding to watch list (visible to key stakeholders e.g. BPS)
15 Online vetting of applications by security agents
16 Documents personalization, production, dispatch, issuance, activation and disposal
Document Specification Production
Birth Certificate A5with at least 7 ICAO and ISO Decentralized (DCNR offices
recommended security features. across Botswana)
Death Certificate A5 with at least 7 ICAO and ISO Decentralized (DCNR offices
recommended security features across Botswana)
Change of name A5 with at least 3 security features Decentralized (DCNR offices
Certificate across Botswana)
Identification Card ContactlessElectronic Card with at Done only at Headquarters
least 7 ICAO and ISO recommended with an option to decentralize
security features using the latest in future.
technology.
Marriage Certificate A5 with at least 7 security features Decentralized (DCNR offices
across Botswana)
Marriage Officer A5 with at least 3security features Decentralized (DCNR offices

Certificate across Botswana)
VISA Passport sticker with at least 7 ICAO Produced at embassies, port
and ISO recommended features of entry and local DIC
offices).
Permits Passport sticker with at least 7 ICAO Decentralized (Port of Entry
Residence and ISO recommended features and DIC offices across
Visitors Botswana)
Permanent Residence Card with at least 7 ICAO and ISO Decentralized (DIC offices
Citizenship card Card with at least 7 ICAO and ISO Decentralized (DIC offices
Immigration A4 with at least 3 security features Decentralized(DIC offices
Consultant Certificate across Botswana)
Passport Use existing ePassport booklets. Done only at Headquarters
with an option to decentralize
in future.
Emergency Travel Use existing Machine-Readable Decentralized(Embassies and
Document Emergency Travel Document. DIC offices across Botswana)
Certificate of non- A5 with at least 3 security features Decentralized (Embassies and
marriage DCNR offices across
Botswana)
17 Online services offered through a public facing customer centric portal
User sign in (password protected)
Applications (Visa, Permits, ID, Passport, Certificates)
Online eligibility self-assessment /pre-assessment (e.g Residence permit applications)
Payments
Track application (application status enquiry)
18 Data integrity and security
19 Generate and manage Publications and Notices
(e.g marriages and change of name and publish on the Portal
20 Electronic document signing
21 Electronic archiving
22 Real time and accurate application tracking
23 Secure access and inventory management of security documents
24 Secure access to the system
25 System access privileges
26 Audit trail
27 Dashboard (Different dashboard for different levels and units)
System availability
Expiring documents
Over stays
Anticipated volumes of service requests
List is not exhaustive
28 Report generation
29 Real time backup/dynamic backup of data
30 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
31 Help Desk
32 Migrate data from the following old systems
NIS
BDRS
ICS
PBCS
33 Data conversion of manual files
34 Use existing gazetted templates to create forms.
35 Public Key Infrastructure (End to end encryption)
36 Supply specialized hardware
Online mobile biometric authentication/verification
Biometric capture
Passport and Card readers (Passport readers at all Ports of Entry, see Appendix B on SOUR
document for list of offices)
37 System shall be flexible:
Hardware shall not be hardcoded
Use latest operating system with an option to upgrade to new releases
Use main browsers:
1. Internet Explorer
2. Chrome
3. Firefox
4. Safari
5.2 SYSTEM DEVELOPMENT KEY PROJECT AREAS
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
In Summary, below is a pictorial presentation of the system deliverables :
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.
The main objective of the assignment would be to gain an understanding of:
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)
NB: the above paragraph assist in determining some of the key personnel needed in the project as well as
planning and designing the proposed solution:
5.3 System Development Phases (for guidance purposes)
5.3.1 Phase One Project Initiation
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.
5.3.2 Phase Two - Project Planning
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.
5.3.3 Phase Three Requirements Definition and Analysis
This phase involves gathering user requirements and refining them according to project goals. These
requirements define the major functions of the intended solution in accordance to the system requirements
specifications and beyond. Major functions include critical processes to be managed, including mission critical
inputs, outputs, and 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
Deliverable 3: System Analysis together with associated documentation.
5.3.4 Phase Four System Design
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 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. (Refer to appendix 2 for approved eGovSystem Requirements
Specifications Template for your guidance)
Please note that:

The existing National and Identification System (NIS), Births and Deaths Registration System (BDRS)
and Immigration and Citizenship System (ICS) will be replaced.
The Ministry has an existing Automated Biometric Identification System (ABIS) which the new solution
should use,
The existing Passport and Border Control System will not be replaced, the ministry will continue using
the current system
The solution will be expected to provide an authenticating platform for interfacing with other systems,
High level design guide
Botswana
Embassies
NIS BDRS PPS ICS
Internet (VPN)/
Point to Point
Omang
Citizen Management Non-Citizen Management Passport
Birth/Death Birth / Death Certificate
IPMS Civil Registration Naturalization Management
Marriage Certificate
Divorce Civil Record Integrity Mgt. Issuance of VISA & Permit
CMS
VISA
Issuance of Certificate, Omang&
Passport Suspected Person Management Residence Permit
Permanent Residence Permit
Exemption Certificate
Criminal
CCRS
Border Management
Info.
Criminal Info. INTERPOL DSS
Watch List Management Integrated Vital
People Hub DB Statistics Establishment of
Arrival & Departure Mgt. Analysis Population policy
OPEN-API
Statistics
BCS Botswana
Identity inquiry
Death Notification
OrangeHRM HCMS LITS VRLS LIS DLS SOBERS PMS SmartSwitch IEC
GPPPS
Deliverable 4:
Approved and Documented System Requirements Specification
High Level Design
Hardware Design and Specifications(Document will be used to procure hardware)
Detailed System Development Plan
5.3.5 Phase Five System Development
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 skill in preparation for future system
development, management, configuration and administration. All elements of system development should be
developed with full transparency and skill transfer to local staff.Testing should be 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.
5.3.6 Phase Six - System Testing
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.
The fundamental purpose of the test is to verify the correctness and completeness of the software developed.
Successful test execution will validate the efficiency and effectiveness of the requirements and design.
There will be two types of tests to be conducted:
5.3.6.1 Testing done at each development stage (Component/Module) delivered.

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
5.3.7 Phase Seven System Deployment
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
5.3.8 Phase Eight System Review, Liability and Sign Off
This phase provides for the business and technical personnel to evaluate how well the project was executed,
and to quickly request minor changes once the production baseline has been established.
Deliverable 8: System Review, Liability and Sign Off according to an Agreed Upon Template.
5.3.9 Phase Nine System Maintenance
The service provider is expected to detail how they will be running the 3year 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. 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. The System
Maintenance Requirements are elaborated in Section 6 below.
Deliverable 9: Approved System Maintenance Report
5.3.10 Critical Project Requirement Project Monitoring and Control
It is important to accurately keep record of changes that have occurred to the baseline over the life of the
project. These changes will be very important when you are assessing what modifications to the processes, in
conjunction with lessons learned with stakeholders, are required to improve subsequent projects.
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
6 SYSTEM MAINTENANCE REQUIREMENTS
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.
The service provider should be a systems integrator and should have minimum experience of five years
in the field of maintenance of computer systems.
6.1 SCOPE OF WORK HARDWARE MAINTENANCE
6.1.1 Under corrective maintenance the vendor shall rectify any defects, faults and failures in all as per
warranty free to the Government. All the components of the equipment, excluding consumables
and non-functional parts, shall be covered under this agreement.
6.1.2 Maintenance support will have to be provided for all hardware to be used and or procured for this
project inclusive of all Production, Backup, Test and Data recovery sites.
6.1.3 The company shall load/reload and configure operating systems and/or any other specific system
software as the case may be in the equipment covered under this maintenance contract, at no
extra cost to the Government whenever the need arises.
6.1.4 Necessary technical assistance and advice shall be extended by the vendor to resolve problems that
may be encountered with regard to hardware, operating system, and any problems accessing
varied application software on the computer systems, etc. covered under this maintenance
contract.
6.1.5 Preventive Maintenance activity shall include updating of patches/service packs, carrying of systems
diagnostic tests and taking remedial action, etc. The vendor shall provide for at least one
preventive maintenance schedule per month during the maintenance period.
6.1.6 The vendor shall extend necessary assistance in shifting and reinstallation of equipment covered
under this maintenance contract.
6.1.7 Vendor and (or) its Division handling the job must be ISO 9000 certified.
6.1.8 The vendor shall repair/ replace parts at the various sites of the Government only. If the fault is of
serious nature and requires the support of the Repair Centre of the vendor, thereby necessitating
shifting of the equipment, the vendor shall attend to shifting/transportation, installation, re-
installation, loading of the software packages (both the system software and application software, if
any) at no additional cost to the Government.
6.1.9 The vendor shall be responsible for recovery of data, free of cost, in case of Hard Disk crash of any
computer systems under this maintenance contract.
6.1.10 The vendor shall maintain onsite an inventory of spare parts which should include at least the
following:-
loan equipment (s)

CD-ROM(s)
USB Keyboard(s)
USB Optical Mouse(s)
Power supply
Hard disks
All necessary spares to ensure 99.9% uptime for Government servers
6.2 HARDWARE MAINTENANCE SERVICES
a) General Support Services

The following are some of the general support services which the service providers will be expected to provide
in line with ITIL or any other standards on the domain according to best practice.
firmware management specifically designed to use and extend the capabilities of the equipment,
computer performance evaluation,
capacity management,
incident management,
problem management,
configuration management,
availability management,
Services such as Help Desk (NB: the bidder is encouraged to provide a help desk and call logging
system as part of this project.
b) Support and Maintenance Services
The following are some of the support & maintenance services which service providers are expected to
provide:
On site system support The support shall be given during service hours by the resource on the
site(s).
NB. Response Time to call-outs: Please give details of response time to call-outs: an example of
response time should not exceed:
o 15 minutes for servers;
o 30 minutes for all other equipment in Gaborone;
o 2 hours in the greater Gaborone and;
o 24 hours nation-wide.
The bidder is expected to give specific detail for response of resolution time per different sites for both
Hardware support and Application support (inclusive of third party software) and hardware. In particular,
please give your definition of a response time.
Also to be included is;

control system under which the Organisation would operate the maintenance, e.g. Call logging tools.
the fault diagnostic and correction procedures you would follow
the expected mean time to repair equipment on-site and that is taken off-site
the anticipated level of support from vendors in relation to problem diagnosis
the availability of out-of-hours cover (e.g. on-site at weekends)
the availability of 24 hour access for logging calls
proposed procedures to deal with prolonged down-time
proposal to deal with equipment under warranty
c) On-call cover/remote support

This shall be given during service hours by the resource off site(s) via telephone/email. In a case where
incidents are not addressed within the expected resolution times, bidders are expected to provide
immediate higher level support on the ground. Bidders must also provide the following information:
normal times for engineering cover

contracted response times you are prepared to offer at each location or group of locations
procedure to be followed by the staff when calling for engineering intervention. The preferred option is
to have nominated person(s) within your company as our first point of contact
times during which call-outs can be notified and will be accepted
availability of out-of-hours cover
fault diagnostic and correction procedures you would follow
expected mean time to repair for equipment on-sire and that is taken off-site
proposed procedures for dealing with prolonged down-time.
d) Replacement Equipment
The service provider is expected to:
offer interim equipment while repairing equipment off-site.
Give details of arrangements whereby an item of problem equipment will be replaced until it is repaired.
Please state the time period within which a replacement machine will be provided. Preferred minimum
times are as follows:
State time critical equipment (servers) will be replaced
State time other equipment will be replaced.
e) Software Installation
The service provider is expected to offer the following services:
software installations (please be aware that while we would provide any software to be installed,
installation may require an external CD-ROM drive)
software upgrades & patch management
on-site support
telephone support
functional testing of software following applications of patches, updates and upgrades, etc.
Hardware Installation & Upgrades country-wide
Liaison between Users, technical staff (IT Technical Support team).
User training planned and ad hoc
Assisting users in diagnosing problems including setup related issues.
Analysis of system faults/shortcomings and suggest long-term and/or short term corrective actions
f) Spare Parts Holding

The bidder is to provide details of;
Arrangements made for the sourcing and purchasing of spare parts etc.
Lead times for the delivery of spare parts etc.
Ability to guarantee a similar lead time to that of the manufacturer
Detailed inventory of your proposed stock holding
Procedures for reviewing your spare parts holding
Experience to-date with vendors of equipment listed in appendix A in relation to spare parts etc.
g) Maintaining Information
Computerised information, particularly data must be handled in such a way that problems do not arise during
maintenance, and that data is available for users when they need it. The bidder must prove the ability to avail
data and information seamlessly regardless of situations
h) Data Security Measures

Another aspect of maintaining data is keeping it secure. Computer systems can be protected by security
systems to ensure that only authorized users have access to them. The bidder needs to show how they will
secure data and the infrastructure both physically and otherwise.
i) Antivirus
The vendor shall be responsible for ensuring updating of anti-virus files on all servers and PCs covered under
this maintenance contract. The anti-virus packages will be provided by the government
j) Record keeping
A health card shall be maintained for all equipment covered under this maintenance contract. The vendor shall
record therein;
Each incident of equipment malfunction
Date/ time of commencement of downtime
Successful completion of the repair/maintenance work
Nature of repair work performed on the equipment together with a description of the malfunction and the
cause thereof.
k) Preventative Maintenance
Details of preventive maintenance activity shall also be recorded. The bidder shall also;
ensure that all system modules reflect the most up to date status of the system accordingly.
provide the Ministry with a monthly/weekly detailed activity report.
provide technical training and knowledge transfer to the system administrator(s)
6.3 SCOPE OF WORK - SYSTEM APPLICATION MAINTENANCE
In this endeavour, the bidder agrees to undertake among others, the below tasks to optimally render services
as required:
5. Call Logging
All calls will be routed through the helpdesk system to be provided as part of the solution by the bidder. Each
incident will have a reference number and job card. The job card will be signed off by the officer who reported
the fault as acknowledgement of the resolution and call closure. Monthly reports will summarize all these
incidents. The report should include;
Number of incidents/faults reported in the outgoing month
How many resolved?
How many are pending and why?
How many escalated calls and which ones?
Which offices most affected?
Monthly maintenance reports
Mitigation
6. Monitoring and Management

The bidder once awarded, shall not sub-contract the maintenance agreement to any organization, person, firm
or its franchisee without the prior approval of Government. If, at any time, it comes to the notice of
Government that such sub-letting has been done, Government at its discretion may terminate the contract
without referring the matter further to the appointed bidder. Government will be at liberty to realize all the
expenses it had to incur in this unauthorized dealings, either by adjusting from the payments due to the Vendor
or through other means.
The bidder will be expected to provide 99.9 % uptime of each server, 99.9% uptime of each PC and 99.9%
uptime of each peripheral covered under this project. If during any payment period, the bidder does not
maintain the uptime of the equipment, proportionate maintenance charges will be deducted from the amount to
be paid to the bidder in the next payment period.
The Downtime in respect of the equipment shall be calculated as follows:-
UPTIME of the hardware and system software = (Coverage Hours minus Down Time)/Coverage Hours X
100 for the maintenance year.
Coverage Hours = Uptime commitment per day X No. of committed days per Year
Uptime Commitment per day = Hardware and System Software Maintenance Support Time per day
Down Time will be counted from the time of reporting the maintenance call by Government to the Bidder until
the resolution of the problem/operationalization of the hardware and system software.
Number of committed days per Year = The number of working days of Government during the year.
6.4 PROPOSED MAINTENANCE SERVICES
The successful bidders will provide the following regarding their proposed services as per the requirements of
this tender:
Priority/Severity level definitions
Hours of support
Hardware and software standards
Levels of service provided for standard hardware and software
Levels of service provided for non-standard hardware and software
Services to be delivered
Service levels to be delivered
Performance metrics that will be reported
Data required to provide information on those metrics
Charge back schemes, if appropriate
Penalties for non-compliance, if appropriate
7 ADDITIONAL REQUIREMENTS
7.1 PRODUCTION PLANNING AND IMPLEMENTATION
7.1.1 At the end of this project, all documents requiring central production shall be housed centrally and
where possible, there shall be cost-effective utilization of technology.
7.1.2 The service provider shall propose a source / sources for all consumables, hardware and other
specialised equipment for production of secure documents. All items shall be compatible with one
another.
7.1.3 Production shall be done in line with international best practice and shall be designed to supercede
current production modalities (where applicable) once running contracts with third parties expire.
7.1.4 The service provider shall ensure unfettered access to manufacturers of consumables, hardware and
other specialised equipment used in production and shall allow full visibility of cost breakdowns and the
supply chain.
7.1.5 The Government of Botswana reserves the right to negotiate directly with vendors of consumables,
hardware and other specialised equipment at any point when it deems in its best interest to do so, and
full cooperation and support of the service provider is expected.
7.2 SECURITY AND RISK MANAGEMENT
7.2.1 The service provider will be expected to design and implement a robust security and risk management
plan that will, among others:
7.2.1.1 Ensure confidentiality of the design and deployment of the ICT solution recognizing the source
code ownership requirements.
7.2.1.2 Ensure controlled and secure access to hardware and software through a combination of
effective physical, electronic and software barriers in line with international best practice
regarding a project of this level of sensitivity and national importance.
7.2.1.3 Ensure data security through robust controlled and monitored access to data, physically as well
as through appropriate levels of data encryption and other security measures in line with
international best practice.
7.2.1.4 Ensure robust background checks on any personnel, subcontractors and business partners
involved in or having an interest in this project or any of its outcomes, and to allow access to
such individuals for security vetting.
7.2.1.5 Provide Government of Botswana with reports of background checks and highlight identified
risks proactively.
7.2.1.6 Ensure full cooperation with identified security agents regarding security measures.
7.2.1.7 Ensure confidentiality of security measures employed by Government of Botswana, including,
but not limited to, locations, personnel, security arrangements and processes.
7.3 TRAINING
7.3.1 The service provider is expected to engage Government IT officers during development of the
system.
7.3.2 At the end of the project, the service provider is expected to have ensured full and effective
ownership of the entire solution to the Government of Botswana. To this end, the service provider
shall be expected to conduct a skills audit and determine the appropriate short term and long term
capacitation requirements that will allow Government of Botswana to have direct control of all
elements of the system by the end of the project. The service provider is expected to design and
implement a cost effective training plan for the following functions/areas:
Government IT Support Officers:
o Compute Design
o Storage Design
o Application Design
o Database Design
o Network Design
o Security Design
Application Support Unit / Super Users
End Users
7.3.3 For each of the functionalities above, the service provider shall be expected to provide details as to
who is to be trained and why, how they are to be trained, what the expected outcome of that
training shall be, and how quality of training shall be measured (not just qualification but also
competency). In all instances, the service provider is expected to utilize the most cost-effecting
teaching modalities. Where long term training may be required, the service provider is expected to
provide sufficient justification; Government of Botswana reserves the right to engage directly with
proposed educational providers of costly education components for purposes of negotiating better
pricing should it deem in its best interests to do so and Service Provider shall be expected to
facilitate those negotiations.
7.4 SKILLS TRANSFER PLAN (LOCALIZATION OF SKILLS)
In line with citizen empowerment and in order to empower Government of Botswana officials, the service
provider shall be expected to provide a skills transfer plan that shall include skills transfers from international
personnel, and skills transfer from international companies to local companies as appropriate. The skills transfer
plan shall articulate the skills to be transferred, how they shall be transferred and how competency shall be
assessed.
7.5 QUALITY
7.5.1 The service provider shall design and implement a robust quality management plan. The plan shall
include, but not be limited to the following components:
Adherence to International Standards for design, development and implementation of ICT solutions
Adherence to requirements of an international quality management system
Certification of hardware and software components to international standards
7.5.2 The service provider shall be expected to break down the quality requirements for each project
phase and provide information on the tools that will be used to monitor and assess the level of
compliance to quality requirements.
8 USE OF REASONABLE SKILL AND CARE
8.1 The Successful Bidder shall exercise reasonable skill, care and diligence commensurate with their
qualifications and experience in the performance of their obligations under this Contract.
8.2 The Successful Bidder shall provide and employ qualified, experienced and competent personnel for
core positions as project staff.
8.3 The Ministry is comprised of varied and diverse cultures in terms of the work and activities that are
performed and has a diverse and varied stakeholder base. It is expected that the successful service
provider will take cognisance of the varied cultures within, and outside the Ministry in order to manage
and conduct a meaningful relationship with the Ministry and its stakeholders.
8.4 The Successful Bidder, its sub-contractors and personnel or either of them shall not either during the
term or after the termination of or expiration of this assignment, disclose any proprietary or confidential
information relating to the services, as well as the operations of Government of Botswana, without
Client s prior written consent.
8.5 Computerised information, particularly data must be handled in such a way that problems do not arise
during maintenance, and that data is available for users when they need it.
9 CO-OPERATION WITH OTHER SERVICES PROVIDERS
9.1 The Service Provider shall be expected to cooperate with other service providers. In particular, the
Service Provider will be expected to work effectively with suppliers and service providers who are
currently engaged to provide consumables and support for currently running systems and services.
10 BRIEF
10.1 Time frames for deliverables / milestone dates;
The solution design, development and deployment elements of the project are expected to be completed
within a 24 months period. The Service Provider shall prioritize the completion of the National
Identification System.
10.2 Place(s) for the performance of specific tasks;
The main services are located in Gaborone; however, there are currently other service points across the
country that the Bidder may have to visit if the need arise
10.3 Reporting requirements;
10.3.1 The Successful Bidder must provide full details of how the personnel to be assigned to the project
will be controlled and managed. The Bidder will provide an organogram of the project personnel.
10.3.2 A full time Project Manager must be appointed by the Successful Bidder. His appointment will be
subject to approval by the client and he/she will report to the Clients Project Manager.
10.3.3 The Client will appoint a Project Manager to ensure the smooth running of the project and will
report progress to the Steering Committee.
10.3.4 A Steering Committee will be responsible for ensuring the full service delivery as defined in this
Invitation to Tender.
10.4 Service Provision;

10.4.1 Government expects the service provider to conduct themselves in a professional manner whilst on
the premises of the Government of Botswana.
10.4.2 When required, personnel employed in response to this tender will be required to work normal
Government working hours; 0730hrs 12:45hrs and 1345hrs 1630hrs, Mondays to Fridays
excluding public holidays.
10.4.3 The maintenance/service shall be rendered at the Ministry sites. The service provider will be
responsible to assist Government in ensuring acceptable performance of the solution with the least
downtime or disruptions of services), and optimum use of the same to all sites.
10.4.4 The Ministry is comprised of varied and diverse cultures in terms of the work and activities that are
performed has various stakeholders. It is expected that the successful service provider will take
cognisance of the varied cultures within, and outside, the Ministry in order to manage and conduct
a meaningful relationship with the Ministry and its stakeholders.
11 APPLICABLE NATIONAL AND INTERNATIONAL STANDARDS
11.1 Conformance to International ICT Service Management Standards
The Bidder must give evidence of conformance to IT Service Management standards such as ITIL, ISO and
ICAO as well as a recognizable quality management standard.
11.2 Compliance to Government Guidelines
The Government of Botswana is continuously developing and updating ICT Policies, Procedures, Frameworks
and Guidelines, through the Department of Information Technology, for implementing ICT solutions within the
Ministries/Departments. The Supplier is expected to abide by these policies, procedures and guidelines during
the service delivery. In this regard, it is expected that the Service Provider shall work closely with and cooperate
with the Department of Information Technology.
12 PROCUREMENT
12.1 SUB-CONTRACTING UNDER THE CITIZEN ECONOMIC EMPOWERMENT POLICY (CEE)
The Citizen Economic Empowerment (CEE) Policy was approved in August 2012 and amended in July 2013,
making it a mandatory requirement for Foreign-owned companies awarded Government Contracts to sub-
contract up to 30% of the contract to 100% Citizen Owned Contractors/Companies. Therefore, this policy will
be enforced in this tender.
12.2 EDD PRICE MARGINS PRESIDENTIAL DIRECTIVE II (A) 2010
The Presidential Directive on Economic Diversification Drive of April 2010 shall be applied in selection process.
All Service Providers wishing to claim EDD Preference Margins are requested to abide by the undertakings given
in the guidelines of the Economic Diversification Drive (EDD) of April 2010 published by the Ministry of
Investment Trade and Industry. Preference margins will be used during tender evaluations as an added
advantage to enterprises registered and issued with EDD Certificates in a category relevant to this service.
Preference Margins will be applied as follows:
Thresholds by turnover & margins:
Small scale - up to P5m: 15%
Medium scale - P5m-P19.99m: 10%
Large scale - P20m and above: 5%
In order to qualify for preference margins, bidders must be EDD registered in a relevant category, provide a
certified copy of their EDD Registration Certificate and indicate clearly that they wish to be considered for EDD
Preference Margins.
For Joint Ventures or Partnerships, EDD Price Margins will be applied on the proportion of the contract
price corresponding to the proportion of the work to be done by each company, as follows:
Comparative Price = CT (1 E)
Where:
C is the Contribution of the company qualifying for EDD Price Margin to the total project (%)
T is the Total Quoted Price by the JV or Partnership
E is the EDD Price Margin
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.
13 ACCESS TO LAND / BUILDINGS / SITES
Arrangements shall be made for access to offices for any site visits that will be required to complete the job.
14 PLANNING AND PROGRAMMING
The content, format and frequency of reporting may vary as the project moves through its life cycle. Therefore
a reporting system will be agreed upon.
There is a need for appropriate and sufficient level of detail which includes but is not limited to the following;
Project Plan
Variance Requests
Status Reports(schedule, budget, risks)
15 SOFTWARE APPLICATION FOR PROGRAMMING
Utilization of various project management tools such as Gantt Chart and standard frameworks such as PRINCE
II is a must
The tools must clearly show various tasks and their inter-dependencies for a large complex project.
16 FORMAT OF COMMUNICATIONS
All communications shall be in English language. Documents which are to be submitted must be on hard copy
and digital formats.
17 KEY PERSONNEL
17.1 Project Manager with a valid professional certification in project management OR advanced degree in
project management PLUS a minimum of a degree in IT related courses, as well as previous relevant
experience managing and leading projects of large INTEGRATED systems, 10 years
17.2 Civil and National Registration Systems Lead with Demography related qualifications and a minimum of
5 years relevant experience
17.3 Immigration and Citizenship/Population Migration Management Lead with a Migration Management
related qualifications and minimum of 5 years relevant experience
17.4 ICT Expert (Technology and Architecture) with a minimum of a degree in an IT related area, relevant
Professional Certification in middle to high end servers, and a minimum of eight years relevant
experience.
17.5 ICT Expert (Development and Integration) with a minimum of a degree in IT related area, relevant
Professional Certification in software and application development and a minimum of eight years
relevant experience
17.6 Financial Expert Billing systems with a relevant degree in finance or equivalent, and a minimum of
five years relevant experience
18 STATEMENT OF CAPABILITY
18.1 Bidders should include a statement of capability, which shall detail the level of resources available
within the organisation to deliver the project on time and on budget.
18.2 Bidders shall include an overview of the company structure covering subsidiary companies, holding
companies, financial backers and a company history since inception covering growth, turnover and
number of staff.
18.3 Bidders should clearly indicate the level of resources available within the organisation to deliver the
stipulated services.
18.4 A list of existing customers for whom all or parts of the services requested in this document have been
implemented by the bidder over the years.
18.5 Joint-Ventures, Consortia, Partnerships, Sub-Contracting: Where responses are being submitted by a
group of companies or a prime contractor, the relevant details for each of the partners or sub-
contractors should also be submitted. However, it must be noted that the full responsibility of the work
will be on the main bidder.
19 MANAGEMENT MEETINGS
19.1 The Steering Committee will meet once a month and will be chaired by the Permanent Secretary
orhis/her duly authorised delegate. The meetings will require the presence of a person at Director level
of the Bidders company.
19.2 The Project Manager will attend all the Steering Committee meetings.
19.3 Meetings will be held weekly at the Ministry of Nationality and Gender Affairs Head Office in Gaborone.
The Consultants Project Manager and/or delegate is to be present at all Project Implementation
Committee (PIC) meetings.
19.4 Additional meetings can be held, if needed, between the Project Manager at Ministry of Nationality,
Immigration and Gender Affairs and Consultant to sort out specific issues.
19.5 Notwithstanding the above, other meetings may be called as and when required by either parties to
discuss operational issues, or to cater for emergencies.
19.6 The service provider shall be responsible for minutes in an approved format for all project related
meetings.
20 FORMAT OF RESPONSE
Bidders should provide a bid document as described in the Tender Data as well as the List of Returnable
Documents. Furthermore, bidders are required to provide a clear and organized response, inclusive of a
well-thought out indexing system to facilitate ease of reading. The Technical Proposal shall use the
headings in the scope of work for guidance and should be responsive to each of the requirements of the
scope of work. Bidders shall refrain from reiterating verbatim the scope as presented and shall demonstrate
a thorough understanding of the requirements and demonstrate clearly, and in technically appropriate
language, how they are going to meet them. The bid document shall display attention to detail and shall be
laid out professionally.
21 ELECTRONIC PAYMENTS
21.1 Government payment method is through electronic funds transfer.
21.2 Payments will be based on the deliverables. Payment for each deliverable will be made only after the
concerned deliverable is found satisfactory and accepted by the client.
21.3 A detailed payment schedule based on the deliverables will be included in the contract to be signed by
both the Supplier and the Ministry of Nationality, Immigration and Gender Affairs.
21.4 All current taxes whether company or individual income tax payable in Botswana by either the company
or its employees resident in Botswana will be payable by the consultants or its employees as per the
prevailing taxation law of Government of Botswana.
21.5 Withholding Tax, where applicable, shall be applied at the going rate.
22 PROFESSIONAL INDEMNITY INSURANCES
The risks and insurance coverage shall be:
(i) Third Party liability,
(ii) Employers liability and workers compensation
(iii) Professional indemnity insurance, and,
(iv) Loss or damage to equipment and property.
The Bidder is obliged to submit evidence of the above insurance coverage to the Client prior to commencement
of the Services and will form Appendix of this contract. In the case of Professional Indemnity Insurance, a letter
from the Bidders broker certifying that the Bidder has taken out and maintains such insurance and that the said
insurance covers at least three times the value of professional fees payable in terms of the Contract, shall
surface.
23 USE OF DOCUMENTS BY THE EMPLOYER / CLIENT
23.1 All documents submitted by the Consultant shall be used only for the purpose of this assignment.
23.2 Proprietary interests on all materials and documents prepared by the Service Provider under this
assignment shall become and remain the property of the client and the Government of Botswana and
cannot be used without the clients prior approval.
24 PROPERTY PROVIDED FOR THE CONSULTANTS USE
24.1 All Government Property including but not limited to equipment, facilities or other information
furnished to the Consultant by the Client for use in the performance of this contract shall at all times
remain the property of Government and shall not be reallocated to any other work without the prior
consent of the Client.
25 PROOF OF COMPLIANCE WITH THE LAW
The Service Provider shall comply with all the required legislation. Proof of which can be verified, if necessary.
All personnel engaged by the Service Provider shall be expected to have valid authorisation to be in Botswana
and conduct business in Botswana. The process and costs of associated with acquiring authorization for
personnel to work in Botswana, or any other country, shall be the sole responsibility of the Service Provider.
APPENDIX 1
APPENDIX 1A: STAGE TWO TECHNICAL EVALUATION (PART A)
COMPLIANCE TO SPECIFICATION REQUIREMENTS SCORING SHEET
Bidders will be assessed as to whether the proposed solution meets the following
specifications. Failure to meet any of the criteria will lead to a score of zero (0) for the item.
YES/NO
1 Source Code belongs to Government of Botswana
2 Interface /integrate with: (security organs databases for Identity matching and
validation, external government systems, private sector systems, internal systems)
Some of the systems that will interface with the new system are:
xii. PBCS: Passport & Border Control System at Ministry of Nationality, Immigration and
Gender Affairs
xiii. VRLS: Vehicle Registration & Licensing System at Ministry of Transport and
Communication
xiv. GABS: Government Accounting & Budgeting System at Ministry of Finance and
Economic Development
xv. LITS: livestock Identification & Trace Back System at Ministry of Agriculture and
Food Security
xvi. SOBERS: Social Benefits & Reconciliation System at Ministry of Local Government
and Rural Development
xvii. IPMS: Integrated Patient Management System at Ministry of Health and Wellness
xviii. IPMS: Integrated Procurement Management System at Public Procurement and
Asset Disposal Board
xix. Independent Electoral Commission systems
xx. Office of the President systems
xxi. Financial Institutions systems
xxii. Other
3 Open API gateway middleware
4 Enrolment of applicants (Alphanumeric data and Biometrics)
5 Authentication (Biometrics included)
6 Decentralized online capture of applications (See Section 5 of Appendix C for

list of offices)
7 Mobile registration (online and offline) and mobile authentication/verification at all
CNR offices. (See Section 5 of Appendix C for list of offices)
8 Issuance of security documents (within the system).
Biometric authentication at issuance
9 Decentralized capture of Biometrics for;
Registration/enrolment (real-time)
Mobile registration (offline and online)
10 Payment management
Automatic calculation of fees
Produce proof of payment
Waived fees
Ref No: SER 5/14/1 Page 1of 7 Appendix 1A an 1B: Technical Evaluation Scoring
YES/NO
Online (internet facing) payments (Use existing FNB payment gateway that is
currently being used by Ministry of Finance and Economic Development (MFED)
11 Workflow capability i.e. to manage workflow in accordance with business processes
that have been mapped. (Refer to 1.5 on page 51 for all processes, Also
refer to Appendix C)
12 Online decision making with remarks
Recommendation
o Investigation
o Approval/rejection
o Deferral
Notify decision maker that record is awaiting action
13 Investigation module
Dynamic identification of processes/incidents that should be subjected to
investigations.
Case management of investigations
Online tip offs
14 Flagging/ adding to watch list (visible to key stakeholders e.g. BPS)
15 Online vetting of applications by security agents
16 Documents personalization, production, dispatch, issuance, activation and disposal
Document Specification Production
Birth Certificate A5 with at least 7 ICAO Decentralized (CNR offices

and ISO recommended across Botswana)
security features.
Death Certificate A5 with at least 7 ICAO Decentralized (CNR offices
security features
Change of name A5 with at least 3 security Decentralized (CNR offices
Certificate features across Botswana)
Identification Card Contactless Electronic Done only at Headquarters
Card with at least 7 ICAO with an option to
and ISO recommended decentralize in future.
security features using the
latest technology.
Marriage Certificate A5 with at least 7 security Decentralized (CNR offices
features across Botswana)
Marriage Officer A5 with at least 3 security Decentralized (CNR offices

Certificate features across Botswana)
VISA Passport sticker with at Produced at embassies,
least 7 ICAO and ISO port of entry and local DIC
recommended features offices).
Permits Passport sticker with at Decentralized (Port of
Residence least 7 ICAO and ISO Entry and DIC offices
Visitors recommended features across Botswana)
Permanent Residence Card with at least 7 ICAO Decentralized (DIC offices
security features
Citizenship card Card with at least 7 ICAO Decentralized (DIC offices
security features
YES/NO
Immigration A4 with at least 3 security
Decentralized(DIC offices
Consultant Certificate features across Botswana)
Passport Use existing ePassport Done only at Headquarters
booklets. with an option to
decentralize in future.
Emergency Travel Use existing Machine- Decentralized(Embassies
Document Readable Emergency and DIC offices across
Travel Document. Botswana)
Certificate of non- A5 with at least 3 security Decentralized (Embassies
marriage features and CNR offices across
Botswana)
17 Online services offered through a public facing customer centric portal
User sign in (password protected)
Applications (Visa, Permits, ID, Passport, Certificates)
Online eligibility self-assessment /pre-assessment (e.g Residence permit
applications)
Payments
Track application (application status enquiry)
18 Data integrity and security
19 Generate and manage Publications and Notices
(e.g marriages and change of name and publish on the Portal
20 Electronic document signing
21 Electronic archiving
22 Real time and accurate application tracking
23 Secure access and inventory management of security documents
24 Secure access to the system
25 System access privileges
26 Audit trail
27 Dashboard (Different dashboard for different levels and units)
System availability
Expiring documents
Over stays
Anticipated volumes of service requests
List is not exhaustive
28 Report generation
29 Real time backup/dynamic backup of data
30 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
31 Help Desk
32 Migrate data from the following old systems
NIS
BDRS
ICS
PBCS
33 Data conversion of manual files
34 Use existing gazetted templates to create forms.
YES/NO
35 Public Key Infrastructure (End to end encryption)

36 Supply specialized hardware
Online mobile biometric authentication/verification
Biometric capture
Passport and Card readers (Passport readers at all Ports of Entry, see Section 5
of Appendix 3)
37 System shall be flexible:

Hardware shall not be hardcoded
Use latest operating system with an option to upgrade to new releases
Use main browsers:
1. Internet Explorer
2. Chrome
3. Firefox
4. Safari
PASS/FAIL
APPENDIX 1B: STAGE TWO - TECHNICAL EVALUATION (PART B)
Maximum
Criterion Breakdown
Points
Organizational Capability
Financial status 15
Liquidity >1.5 >1.0 <1
Current Ratio 3 2 0
Quick Ratio 3 2 0
Cash Ratio 3 2 0
Financial status
Debt Ratio 3 2 0
Debt to Equity Ratio 3 2 0
5 years 3-4 1-2 Omitted /

0
+ years years Unacceptable
Past experience on similar projects (migration and person identification

10 10 8 3 0
solutions)
Certification in Quality Management System 10 10 0
Key Personnel 70
Omitted /
Included
Unacceptable
Project Manager
A valid professional certification in project management OR degree in project
management PLUS a minimum of a degree in ICT courses. 5 0
Previous relevant experience managing and leading ICT projects, 10 years
5 0
Criterion Maximum Breakdown
Points Omitted /
Business Management Analyst
Included Unacceptable
Degree in Business Management or related fields 10 0
Minimum 5 years relevant experiencein implementation of identity and border
management systems.
10 0
Omitted /
ICT Expert (Technology and Architecture)
Minimum of a degree in ICT related area 5 0
Relevant Professional Certification (Technology and Architecture) 5 0
Minimum eight years relevant experience(Technology and Architecture) 10 0
Omitted /
ICT Expert (Development and Integration)
Minimum of a degree in ICT related area(Development and Integration) 5 0
Relevant Professional Certification in software and application development 5 0
Minimum eight years relevant experience(Development and Integration) 10 0
Omitted /
Methodology and implementation plan 120 Excellent Good Average Poor
Unacceptable
Appropriateness of methodological approach: fit for purpose 10 8 5 2 0

Feasibility of Work flows/Roadmaps from problem to solution and deliverable 10 8 5 2 0
Resource Mobilization Plan 10 8 5 2 0
Human Resource Plan 10 8 5 2 0
Project Plan showing Gantt Chart or equivalent 10 8 5 2 0
Change Management 20 15 10 4 0
Security and Risk Management 20 15 10 4 0
Communication Planning 20 15 10 4 0
Quality management, assurance and standards 20 15 10 4 0
Criterion Maximum Breakdown
Points
Omitted /
Proposed Technology architectural design 70 Excellent Good Average Poor
Unacceptable
Compute Design 10 8 5 2 0
Storage Design 10 8 5 2 0
Application Design 10 8 5 2 0
Database Design 15 10 8 2 0
Network Design 10 8 5 2 0
Security Design 15 10 8 2 0
Omitted /
Maintenance Plan 45 Excellent Good Average Poor
Unacceptable
Preventative and Restorative Maintenance Plan (Hardware and Software) 15 12 8 4 0

Stock-holding of Spare parts 15 12 8 4 0
Application Maintenance 15 12 8 4 0
Training Plan including Skills Transfer Plan (Target Identification, Type of Omitted /
60 Excellent Good Average Poor
Training, Expected Outcome(s), Outcome Measurement 1:1:1:2) Unacceptable
Government IT Support Officers

Compute Design 5 0
Storage Design 5 0
Application Design 5 0
Database Design 5 0
Network Design 5 0
Security Design 5 0
Application Support Unit / Super Users 10 0
End User 10 0
Skills Transfer Plan (localization of skills) 10 0
Grand Total 400
APPENDIX 2
DRAFT MEMORANDUM OF AGREEMENT
ENTERED INTO BY AND BETWEEN
THE GOVERNMENT OF THE REPUBLIC OF BOTSWANA

REPRESENTED BY
THE MINISTRY OF NATIONALITY, IMMIGRATION AND GENDER AFFAIRS
(Hereinafter referred to as the Client)
AND
XYZ (PROPRIETARY) LIMITED

(Herein referred to as the Service Provider)
TENDER NO. SER 5/14/1
FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND THIRTY SIX (36) MONTHS
MAINTENANCE OF AN ICT INTEGRATED SYSTEM FOR CIVIL REGISTRATION SERVICES, MIGRATION
AND CITIZENSHIP
PREAMBLE
WHEREAS the Client invited tenders for the design, development, implementation and thirty six (36) months
maintenance of an ICT integrated system for civil registration services, migration and citizenship;
AND WHEREAS the Service Provider tendered to provide the Services required and the Client accepted such
tender;
AND WHEREAS the Public Procurement and Asset Disposal Board/Ministerial Tender Committee has awarded
the tender to the Service Provider;
NOW THEREFORE the Parties agree as follows:
CLAUSE 1
APPOINTMENT
The Client hereby appoints the Service Provider and the Service Provider hereby accepts the appointment to
provide the Services set out in Appendix A subject to and in accordance with the provisions of this Agreement.
CLAUSE 2
DEFINITIONS
In this Agreement, the following words and expressions shall, except where otherwise stated or inconsistent with
the context in which they appear, bear the following meanings and cognate expressions shall bear corresponding
meanings:
Agreement means the present agreement and its appendices together with all amendments
thereto as agreed to between the Parties from time to time;
Appendix (ces) means any document, approved by the Client and the Service Provider, which is,
from time to time, incorporated into this Agreement in the form of Appendices.
These documents may be amended in writing, from time to time, by mutual
agreement between the Parties;
Client means the Government of the Republic of Botswana represented by the Ministry
of Nationality, Immigration and Gender Affairs as the executing authority, and
permitted assign;
Commencement Date means the date on which the Service Provider shall commence the Services;
Contract Price means the total amount of money to be paid by the Client to the Service
Provider for the Services rendered under this Agreement;
Days means Monday to Fridays inclusive in each week, excluding Saturday and Sunday
or public holidays, unless stated otherwise;
Government means the Government of the Republic of Botswana;
ICT means Information and Communication Technology;
Parties means the Client and the Service Provider, and Party shall mean either one of
them;
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Personnel means persons hired by the Service Provider or by any sub-contractor and
assigned to the performance of the Services or any part thereof;
Project means the provision of Services set out in this Agreement;
Services means the tasks to be performed by the Service Provider under this Agreement;
Service Provider means XYZ (Proprietary) Limited and includes its representatives, successors and
permitted assigns;
Signature Date means the date of signature of this Agreementby the Party last to sign.
CLAUSE 3
INTERPRETATION
1. The headings and numbers used in this Agreement and its Appendices are for convenience only and shall not
be construed or interpreted as having a bearing on the contents, or context or meaning, of its provisions.
2. Terms other than those defined in this Agreement shall be given their plain English meaning.
3. Unless this Agreement clearly indicates the contrary, an expression which denotes:
a) a masculine gender includes feminine and neuter gendersand vice- versa;
b) a person includes a legal person; and
c) a singular includes a plural and vice versa.
4. Any reference to a statutory provision or statute (unless the context clearly indicates otherwise) shall be a
reference to a statute of the Republic of Botswana, and shall include any subordinate legislation made from
time to time under that provision or statute and shall include that provision or statute as amended or re-
enacted from time to time.
5. Expressions or words defined in this Agreement shall bear the same meanings when used in Appendices to
this Agreement which do not themselves contain their own definitions.
6. Where any term is defined within the context of any particular clause in this Agreement, the term so
defined, unless it is specifically stated in the clause in question that the term so defined has limited
application to the relevant clause, shall bear the meaning ascribed to it for all purposes in terms of this
Agreement, notwithstanding that the term has not been defined in the definitions clause.
CLAUSE 4
SCOPE OF SERVICES
The Services to be performed by the Service Provider under this Agreement are described in the Invitation to
Tender set forth in Appendix A.
CLAUSE 5
RELATIONSHIP BETWEEN THE PARTIES
Nothing contained herein shall be construed as establishing or creating a relationship of master and servant or
principal and agent, joint venture and partnership as between the Parties, it being agreed that the position of
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the Service Provider and anyone else performing the Services on behalf of the Service Provider under this
Agreement is that of an independent contractor.
CLAUSE 6
GOVERNING LAW AND LANGUAGE
1. This Agreement shall be governed and construed in accordance with the laws of the Republic of Botswana,
which shall mean the present laws, and any amendments thereto or new laws enacted during the validity
of this Agreement.
2. a) This Agreement shall be construed and interpreted in English.
b) All communications, correspondence and reports pertaining to this Agreement shall be in English.
CLAUSE 7
ENTRY INTO FORCE
This Agreement shall immediately come into force on the Signature Date.
CLAUSE 8
COMMENCEMENT AND DURATION
1. This Agreement shall commence on the Signature Date, provided that all other conditions of this
Agreement have been fulfilled.
2. This Agreement shall remain in force for a period of twenty-four (24) months unless earlier terminated by
agreement by both Parties, or by either Party in accordance with its terms.
CLAUSE 9
OBLIGATIONS OF THE PARTIES
1. THE CLIENT
a) Prior to the commencement of the Services, the Client shall appoint a Project Manager who has
authority to act for the Client in all aspects of the Services and to whom all communications shall
be addressed.
b) The Project Manager shall be responsible for the roles set out in Appendix A.
c) The Client shall furnish to the Service Provider with all pertinent data and information available
to it within a reasonable time and shall give such assistance as shall be reasonably required by
the Service Provider for the carrying out of its duties under this Agreement.
d) The Client shall in such reasonable time as not to delay or disrupt performance by the Service
Provider of its Services under this Agreement give its decision on all sketches, drawings,
reports, proposals, recommendations and other matters relating to this Agreement and referred
to it by the Service Provider.
2. THE SERVICE PROVIDER
Page 3 of 18
a) Prior to the commencement of the Services, the Service Provider shall appoint a Project Manager who
has authority to act for the Client in all aspects of the Services and to whom all communications shall
be addressed.
b) The Service Provider shall fully complete the tasks set out in Appendix A and provide the
documentation and Deliverables set out in the same Appendix to the reasonable satisfaction of the
Client within the charges specified in Appendix C.
c) The Service Provider shall exercise all reasonable skill, care and diligence in the discharge of its duties
under this Agreement, and shall carry out all the responsibilities in accordance with both Government
and international professional standards.
d) The Service Provider shall provide all expert advice and skills normally required for the class of
Services under this Agreement.
e) The Service Provider shall, in all professional matters, act as a faithful advisor to the Client and, in so
far as any of its duties are discretionary, act fairly as between the Client and third parties.
f) The Service Provider, its staff, employees and attached specialists shall at all times abide by the laws
and customs of the Republic of Botswana.
g) The Service Provider shall be required to replace any of its Personnel, if the Client determines that the
Personnel concerned are not carrying out their duties in a manner that is in the best interests of the
Client. The Client shall give reasons to the Service Provider for such action. The replacement shall
have equivalent or better competencies, skills and qualification as the original Personnel. No
additional remuneration shall be made for replacing such Personnel.
h) Neither the Service Provider, its Personnel nor the agents of either shall engage, either directly or
indirectly, during the term of this Agreement, in any business or professional activities in the Republic
of Botswana which would conflict with the activities assigned to it under this Agreement.
CLAUSE 10
SYSTEM TESTING
1. The Service Provider shall design and develop test mechanisms that shall use to assess system functionality.
2. They shall be two (2) types of tests conducted being, the testing done at each development stage delivered
and final system testing which shall entail user testing, administrator testing and integrated system testing.
3. The Service Provider shall give the Client at least two (2) weeks notice prior to conducting a system test in
order for the Client to prepare for the test.
4. Operational acceptance shall be deemed completed when the test has been successfully completed and the
functional requirements of the deliverables as identified in the Agreement have been met.
5. Anytime after the completion of the system test, the Service Provider may give notice to the Client requesting
the issue of an operational acceptance certificate. If the Client fails to issue such certificate within fourteen
(14) Days or fails to issue the certificate, the deliverables or the relevant part thereof shall be deemed to
have been accepted as of the date of the Service Providers notice.
CLAUSE 11
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PAYMENT TO THE SERVICE PROVIDER
1. The Contract Price is and shall not exceed the sum of () inclusive Value Added Tax (VAT).
2. It is specifically agreed that the Client shall not be responsible for any costs or expenses incurred by the
Service Provider pursuant to this Agreement and that the Company shall only be entitled to the Contract Price.
3. Payment shall be made in accordance with the Payment Schedule set forth in Appendix C.
4. The Client shall only make payment upon approval and acceptance of the deliverables.
5. Payment shall be made within thirty (30) Days of the date of receipt of such invoice from the Service Provider.
6. The Client shall pay the Company the amount stated in the invoice by means of an Electronic Funds Transfer
into the bank account stipulated below:
Account holders name: ()

Name of the Bank: ()
Branch: ()
Swift Code: ()
Account Number ()
7. There shall be no price increase within the first twelve (12) months of this Agreement. The prices set out
in the payment schedule shall be increased on each anniversary of the Commencement Date. The increase
shall be equal to the increase in the Consumer Price Index, in respect of the twelve (12) month period
immediately preceding the date of the adjustment, as published by the Central Statistics Office of
Botswana.
8. The Service Provider shall be entitled without prejudice to any right or remedy, to receive interest on any late
payment. Late payments shall be subject to interest calculated at current prime overdraft rate as set by the
Bank of Botswana plus two (2) per cent per annum from the date such payment was due until and including
the date of payment.
CLAUSE 12
TAXATION
The Service Provider and its sub-contractors shall be obliged to pay all taxes on any moneys paid to them by
the Client including but not limited to income tax or VAT, as the case may be, and to that end, the Client shall
be entitled to deduct and withhold from any fees due to the Service Provider and its sub-contractors any money
due as tax in accordance with the laws of the Republic of Botswana.
CLAUSE 13
CURRENCY FLUCTUATIONS
Currency fluctuations in the exchange rates between the Pula and the currencies quoted in the tender documents
shall not affect the quoted prices specified on the said documents unless the fluctuations are substantial. In this
Clause, substantial means a currency fluctuation of five percent (5%) 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 invoices of
Page 5 of 18
goods and invoices of services for completed milestone payments as per Annexure V Payment Schedule, shall be
added or deducted from the price originally quoted. The quoted price in BWP is subjected to foreign exchange
fluctuation.
CLAUSE 14
PERFOMANCE BOND
1. The Service Provider shall, at its sole expense, provide the Client with a Performance Bond or Guarantee
for the performance of the Agreement in a form approved by the Client, from a reputable financial
institution registered and operating in Botswana.
2. For purposes of this Agreement, a Performance Bond means a written arrangement between the Service
Provider and a financial institution registered and operating in Botswana, the beneficiary of which is the
Client, which has the effect of guaranteeing the performance by the Service Provider in terms of this
Agreement, failure of which the financial institution shall pay a specified amount on demand to the Client
as beneficiary, without any additional payments by the Client.
3. The Performance Bond shall be provided within thirty (30) days (in the case of foreign companies where
necessary) or fourteen (14) days (in the case of local companies) of the Signature Date of this Agreement
and shall contain the following minimum conditions:
a) ten per cent (10%) of the Contract Price shall be the amount of the Bond;
b) the period for which it is in force from the Commencement date to the completion and acceptance
of all deliverables; and
c) it shall remain in force until the Services have been completed to the satisfaction of the Client, and
accepted by the Client.
4. In the event that the Bond is not in place within thirty (30) Days of Signature Date, the Client shall have the
right to bring this Agreement to an end and shall be repaid all sums that the Client has paid under this
Agreement.
CLAUSE 15
PROFESSIONAL INDEMNITY INSURANCE
1. The Service Provider shall at its sole expense, provide the Client with professional indemnity insurance,
from a reputable financial institution registered and operating in the Republic of Botswana.
2. The Service Provider shall take out and maintain throughout the period from the Commencement Date
until the expiration of twelve (12) months from the date of completion of the Project, proper professional
indemnity cover in respect of the Service Providers business generally. The insurance may be limited per
claim, but shall not be limited in any other respect provided that any such limit is not less than Pula ().
3. The Service Provider shall furnish to the Client, a valid certificate signed on behalf of the Service
Providers insurers, stating that the above condition 15 (2) is in force.
4. No fees shall be made payable to the Service Provider unless the above conditions in sub - clause 12(1)
(3) above have been fulfilled.
Page 6 of 18
CLAUSE 16
LIQUIDATED DAMAGES FOR DELAY
1. Any delay notice given by a Party shall be in writing and not backdated and shall be delivered by hand or by
fax. The affected Party shall issue the delay notice to the other upon non-compliance with the schedule set
forth in the detailed signed Project plan, which plan shall be agreed upon during Project initiation stage.
2. The delayed Party may request for extension of time provided the total extension period for the whole Project
shall not exceed twenty-two (22) Days.
3. If the Service Provider fails to complete the whole or any part of the Services within the specified time
schedules inclusive of the extension period and such failure is not due to factors attributable in whole or in part
to the Client, then the Client shall, without prejudice to its other remedies under this Agreement, be entitled to
liquidated damages of . () for every Day or part thereof which shall elapse between the due completion
date and the actual date of completion.
4. The Client shall deduct the amount of such damages from any moneys due or to be due to the Service Provider
up to a maximum of fifteen per cent (15%) of the ContractPrice.
5. The payment or deduction of such damages shall not relieve the Service Provider from its obligation to
complete the Services or from any other obligations and liabilities under this Agreement.
6. It shall be the responsibility of both Parties to take all reasonable precautions to minimise the effects of any
delays.
7. Each Party shall keep a record of any delays. Reconciliation of all delays shall be done as and when required
and, subject to dispute and the determination of such dispute, be approved as correct at the respective project
committee meetings. Upon completion of the Project the Parties shall reconcile the accumulated delays and
shall, subject to any dispute and the determination thereof, apportion responsibility for any delays, as
determined by the project committee.
CLAUSE 17
CORRUPT OR FRAUDULENT PRACTICES
1. The Client reserves the right to debar the Service Provider from providing services to the Government
or from bidding on Government related contracts if it has been determined that the Service Provider
has engaged in corrupt or fraudulent practices in competing for or in executing this Agreement, in
which case the Client may in writing terminate this Agreement for default.
2. For purposes of this Clause:
a) a corrupt practice means the offering, giving, receiving, or soliciting of anything of value to
influence the action of a public official in the selection or procurement process, or in contract
execution; and
Page 7 of 18
b) a fraudulent practice means a misrepresentation of facts in order to influence a selection or
procurement process, or the execution of a contract to the detriment of the Client, and
includes collusive practices amongst bidders (prior to or after bid submission) designed to
establish bid prices at artificial and non-competitive levels and to deprive the Client of the
benefits of free and open competition.
CLAUSE 18
TERMINATION
1. Unless extended in writing in accordance with its terms, or earlier terminated pursuant to its terms, this
Agreement shall terminate automatically on the stipulated twenty-four (24) months completion date.
2. The Client may terminate this Agreement at any time by giving the Service Provider thirty (30) calendar
days written notice. In the event of such termination, all unbilled, accrued and unpaid fees and expenses
payable to the Service Provider at the time of the termination shall immediately become due and payable.
The Client shall not be liable for any damages arising as a result of such termination.
3. The Service Provider may terminate this Agreement at any time, if, after giving the Client ten (10)
calendar days written notice of a material breach of the Agreement, the Client does not rectify such
material breach within the said ten (10) calendar days of receipt of the notice or such other period as may
be agreed.
4. a) Additionally, the Service Provider may terminate this Agreement at any time by giving the Client
ten (10) calendar days written notice in the event the Service Provider reasonably determines
that it is unable to complete the Project as a result of the Clients inaction or delay in taking the
necessary steps or actions to enable the Service Provider to complete the Project including,
without limitation, the Clients inaction or delay in discharging its obligations.
b) In such case, the Service Providers notice will describe the remedial actions required to be taken
by the Client and the Agreement shall automatically lapse at the expiry of the ten (10) calendar
days period unless the Client has taken sufficient remedial action by that date.
5. a) In the event of termination by either Party, the Client shall be entitled to receive all reports, data
and analysis completed or in progress by the Service Provider or its sub-contractors at the time
of termination.
b) In the event the Agreement is terminated on account of the Client's default, all unbilled, accrued
and unpaid fees and expenses payable to the Service Provider for its own account shall
immediately become due and payable.
6. Notwithstanding the provisions of this Agreement the Client shall be entitled to immediately terminate
this Agreement upon the occurrence of any of the following events:
a) the Service Provider ceases to carry on business;
b) a resolution is passed for the liquidation of the Service Provider;
c) the Service Provider is placed under provisional or final liquidation;
d) a judicial manager is appointed to manage the affairs of the Service Provider;
e) the Service Provider enters into an arrangement or composition of its debts (including any
voluntary arrangement as defined by the Insolvency Act of the Republic of Botswana) [Cap
42:02];or
Page 8 of 18
f) the Service Provider commits an act of insolvency.
7. Termination of this Agreement shall not prejudice any rights of either Party, which had arisen on or
before the date of termination.
CLAUSE 19
TERMINATION FOR SERVICE PROVIDERS DEFAULT
1. If the Service Provider fails to deliver any or all Services, materials or work required to be delivered
under this Agreement within the time period(s) specified in this Agreement or any work order issued
thereunder, or if the Services, materials or work do not conform, in all respects, to the requirements set
out in this Agreement, then the Client shall give the Service Provider written notice describing the
default and requesting that the default be rectified within fifteen (15) calendar days.
2. If the Service Provider does not remedy the default to the satisfaction of the Client within the fifteen
(15) calendar day period specified, the Client may serve notice in writing upon the Service Provider
terminating this Agreement with immediate effect.
3. Notwithstanding any other provision in this Agreement, if the Client is required due to this default, to
re-tender for or to re-procure all or part of the Services, materials or work from others similar to that
terminated, then the Service Provider shall be liable to the Client for costs in excess of the Contract
Price.
4. Any claim for damages for damages arising out of default and termination shall be agreed between the
Client and the Service Provider, failing agreement, shall be referred to arbitration in accordance with
Clause 32(2) of this Agreement.
CLAUSE 20
REMUNERATION
The remuneration of the Service Provider charged to the Client shall constitute its only remuneration in
connection with this Agreement and neither it nor its Personnel shall accept any trade commission, discount,
allowance or indirect payment or other consideration in connection with or in relation to this Agreement, or to
the discharge of its obligations hereunder.
CLAUSE 21
FORCE MAJEURE
1. Neither Party shall be liable for failure to perform under this Agreement if such failure is as a result of A Force
Majeure. For the purposes of this Agreement A Force Majeure means an event which is beyond the
reasonable control of a Party and which event makes a Partys performance under this Agreement impossible
or so impractical as reasonably to be considered impossible under the circumstances.
2. A Force Majeure shall not include:
a) any event which is caused by the negligence or intentional action of the Party claiming A Force
Majeure or such Partys sub-contractors or agents or employees, nor
Page 9 of 18
b) any event which a diligent Party could reasonably have been expected to :
i) take into account at the time of the execution of this Agreement; and
ii) avoid or overcome in the carrying out of its obligations hereunder.
3. During the period of such a Force Majeure, the provisions of this Agreement shall be suspended and neither
Party shall have any claim against the other by virtue of such a Force Majeure.
4. The time schedules for the performance of the Services interrupted by such suspension shall be revised by
mutual agreement when those Services are resumed.
5. Where both Parties agree that a Force Majeure exists, either Party may terminate this Agreement if such
Force Majeure extends for more than one (1) calendar month. Notice of not less than fifteen (15) days of their
intention to terminate this Agreement or part thereof shall be given by the terminating Party to the other
Party.
6. In the event of such termination the Service Provider shall be paid for work and services carried out up to
the date of notification.
CLAUSE 22
CONFIDENTIALITY
1. The Service Provider shall keep all the work and Services carried out hereunder for the Client entirely
confidential and not use, publish, or make known, without the Clients prior written approval, any
information developed by the Service Provider in accordance with this Agreement or by the Client, to any
persons other than personnel of the Parties to this Agreement. However, the foregoing obligations shall
not apply to any information that was in the Service Providers possession prior to commencement of work
and Services under this Agreement, or which is trivial or obvious or which is or shall be made available to
the general public, otherwise than by the Service Provider, and provided further that this obligation shall in
no way limit the Service Providers internal use of such information.
2. Any public presentation regarding the Client shall be made by the Client and any request made to the
Service Provider for information by the news media, or others, shall be referred to the Client. Additionally,
the Service Provider shall not reference the Client nor the work or Services performed for the Client
without prior written approval, which approval shall not be unreasonably withheld.
3. Any information the Service Provider considers as proprietary or confidential and which it has indicated or
marked as proprietary or confidential will be treated by the Client in the same manner as the Client treats
its own proprietary or confidential information.
4. The Service Provider further agrees to include the contents of this Clause in all sub-contracts entered into
by the Service Provider with sub-contractors for the performance of work under this Agreement.
CLAUSE 23
INTELLECTUAL PROPERTY RIGHTS
1. The Contractor agrees to indemnify and hold harmless the Client against all claims, suits and losses that
may arise from patent, trademark or copyright infringement, or the infringement of any other related
intellectual property right, in consequence of the Clients authorized use or possession granted
Page 10 of 18
under licence or otherwise by the Contractor of any application software supplied by the
Contractor to the Client subject to the following:
a) the Client shall promptly notify the Contractor in writing of any allegations of infringement of which
it has received notice and shall not make any admissions without the Contractors prior written
consent; and
b) the Client, at the Contractors request and expense, shall allow the Contractor to conduct or settle
all negotiations and litigation resulting from any such claim.
2. Where the Clientsnormal use or possession of any product provided by the Contractor is held by a court
of competent jurisdiction to constitute an infringement of a third party's intellectual property rights or if
the Contractor is advised by legal counsel that such use or possession is likely to constitute such
an infringement then the Contractor shall promptly and at its own expense:
a) procure, at the request of the Client, the Clients right to continue using and possessing such
products; or
b) Modify or replace such products so as to avoid the infringement (in which event the Contractor shall
compensate the Client for the amount of any direct loss or damage sustained or incurred by the Client
during such modification or replacement).
3. The Contractor hereby transfers and assigns to the Client, all data accumulated and stored during the
provision of the Services in accordance with this Agreement. On expiration, completion or termination of
this Agreement, all data accumulated and stored during the provision of the Services in accordance with
this Agreement shall be compiled in a useable format and provided by the Contractor to the Client on
such media as the Parties may agree upon at the time.
4. The Contractor shall not copy in whole or in part any manuals not supplied by the Contractor including any
input or output forms or screens that are provided under this Agreement and not already in possession of the
Contractor, without the prior written permission of Client.
5. The Contractor shall not copy any material owned by the Client and provided in machine readable form or
hardcopy form in whole or in part without the prior written consent of Client.
6. The Client shall not copy any software and software tools supplied by the Contractor and used for the
purpose of the supply of the Services without the prior written consent of Contractor.
7. Notwithstanding anything to the contrary herein, the Client shall not settle or compromise any claim
subject to this Clause 20 without the Contractor's prior written consent, which consent shall not be
unreasonably by withheld or delayed. Promptly after the Client's receipt of the notice of the
commencement of any action for which indemnity may be available under this Clause 20, the Client shall, if
a claim in respect thereof is to be made against the Contractor hereunder, notify the Contractor in writing
of the commencement of such action. The Contractor shall thereupon be entitled to assume the defence
of and or settle such claim, with counsel satisfactory to the Contractor, and the Contractor shall not be
liable to the Client under this Clause 20 for any legal expenses subsequently incurred by the Client in
connection with the defence of such claim, other than the reasonable costs of investigation
8. Notwithstanding anything to the contrary herein, the Contractor shall not settle or compromise any claim
subject to this Clause 20 without the Client's prior written consent, which consent shall not be
unreasonably by withheld or delayed. Promptly after the Contractor's receipt of the notice of the
commencement of any action for which indemnity may be available under this Clause 20, the Contractor
shall, if a claim in respect thereof is to be made against the Client hereunder, notify the Client in writing of
the commencement of such action. The Client shall thereupon be entitled to assume the defence of and or
settle such claim with counsel satisfactory to the Client. The Client shall not be liable to the Contractor
under this Clause 20 for any legal expenses subsequently incurred by the Contractor in connection with the
defence of such claim, other than the reasonable costs of investigation.
Page 11 of 18
9. Contractor shall provide the Client with correct, complete and functional Source Code (as here in
defined), at no charge to the Client, at the end of the contract term.
10. 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.
11. Client shall have the right to use the Source Code for the sole purpose of continuing the rights
afforded to it under the Integrated System project agreement and Maintenance agreement. Client
shall be obligated to maintain the confidentiality of the Source Code and of all Intellectual Property
invested therein. In no event shall the Client be entitled to use the Source code for any purpose
other than the use of the Integrated System, including without limitation for the use of other
Departments, Ministries, systems or other Governments.
CLAUSE 24
ASSIGNMENT
1. Neither this Agreement nor any duty or right hereunder shall be assigned by either Party without the prior
written consent of the other, which consent shall not be unreasonably withheld.
2. In the event that the Service Provider does assign any monies due or to become due to it hereunder, the
Service Provider shall provide the Client with two (2) copies of each and every assignment including electronic
copies, and the media for such shall be agreed between the Parties.
3. The Service Provider also agrees, notwithstanding the terms of any such assignment, that the Client may
subject any payments to an assignee as set-off or recoupment for any present or future claim or claims
which the Client may have against the Service Provider.
4. The Client reserves the right to make direct settlements or adjustments, or both, with the Service Provider
under the terms of this Agreement and without notice to the assignee.
5. The Service Provider shall indemnify and hold harmless the Client against any liability that may arise as a result
of such assignment.
CLAUSE 25
INDEMNIFICATION
1. The Service Provider agrees to indemnify and hold harmless the Client, its officers, employees and agents
against all claims, suits and losses, including reasonable attorneys fees, that are due to personal injury
(including death) or property damage to the extent caused, or alleged by a claimant to have been caused,
in connection with the performance of work and Services under this Agreement, from:
a) improper or defective work performed by the Service Provider;
b) improper or defective machinery, materials, supplies, implements, equipment or appliances provided,

delivered, installed or used by the Service Provider, or
c) negligent or wrongful acts or omissions of the Service Provider.
2. The Service Provider agrees to indemnify and hold harmless the Client, its officers, employees and agents
against all claims, suits and losses, including reasonable attorneys fees that may arise from patent,
Page 12 of 18
trademark or copyright infringement, or the infringement of any other related intellectual property right,
by the Service Provider.
3. The Service Provider further agrees to indemnify and hold harmless the Client in any action brought against
the Client by the Service Providers employees seeking further compensation for claims covered or that
should have been covered by the Service Providers workers compensation scheme.
4. The obligations set out in this Clause shall survive the completion, expiration or termination of this
Agreement.
CLAUSE 26
LIABILITY OF THE SERVICE PROVIDER
1. In no event shall the Service Provider be liable for unforeseeable, indirect, incidental or special damages,
including but without limitation to, any loss of revenues or loss of profits, arising either directly or indirectly
as a result of the performance of this Agreement or as a result of any act or omission by the Client in
respect of the obligations of the Client in terms of this Agreement, including but not limited to a failure by
the Client to provide the Service Provider access to any information, system or facility in terms of Clause 31.
2. The Service Provider shall be liable for the consequences of errors and omissions arising from negligence or
wilful misconduct on its part or on the part of its employees.The Service Provider shall at its own expense
be solely responsible for remedying any such errors and omissions.
3. Except in case of gross negligence or wilful misconduct on the part of the Service Provider or on the part
of any person or firm acting on behalf of the Service Provider in carrying out the services, the Service
Provider, with respect to damage caused by the Service Provider to the Clients property, shall not be
liable to the Client for any direct loss or damage that exceeds:
a) the total payments for professional fees and reimbursable expenditure made or expected to be made
to the Service Provider hereto; or
b) the proceeds the Service Provider may be entitled to receive from any insurance maintained by the
Service Provider to cover such a liability, whichever is higher.
4. The Service Provider shall be liable for loss, damage, or injury caused to third parties by any default
attributable to the Service Provider or its employees during the performance of the Services under this
Agreement, and it shall take out and maintain adequate insurance in respect thereof.
5. The Service Provider shall be liable for any violation of legal provisions or rights of third parties in respect of
intellectual property rights in documents prepared by it.
CLAUSE 27
GOVERNMENT PROPERTY
1. a) All Government property, including but not limited to equipment, facilities and other information
furnished to the Service Provider by the Client for use in the performance of this Agreement shall
at all times remain the property of the Government and shall not be re-allocated to any other
work without the prior written consent of the Client.
b) Upon completion, expiration or termination of this Agreement, or at such other times as the
Client may direct, the Service Provider shall return all such property at the Service Providers
expense.
Page 13 of 18
2. All reports, maps, drawings, notes, calculations, imagery, specifications, statistics and other technical data
compiled or prepared by the Service Provider in performing the Services shall become the property of the
Government.
3. Vehicles and equipment acquired through Governments funds belong to the Client and must be returned in
a reasonably serviceable condition after the completion of the Project.
CLAUSE 28
SUB-CONTRACTS
1. Any sub-contracts to be made by the Service Provider relating to the Services shall be made only to such
extent and with such duly qualified specialists and entities as shall be approved in writing, in advance, by
the Client. The Service Provider shall submit for the Clients prior approval, the terms of reference of any
sub-contract and any amendment thereof. The Service Provider shall not sub-contract the whole of the
Project.
2. Notwithstanding such approval, the Service Provider shall retain full responsibility for the efficient
rendering of all the Services it is committed to render under this Agreement. It is agreed between the
Parties that any such approval shall not relieve the Service Provider from any liability or obligation under
this Agreement and the Service Provider shall be responsible for the acts, defaults and neglects of any
sub-contractor, its agents, servants or workmen as fully as if they were the acts, defaults or neglects of
the Service Provider, its agents, servants or workmen.
3. The Service Provider, alone, shall be liable for payment to such sub-contractor for everything due to it in
so far as any payments are due to it.
CLAUSE 29
ALTERATION
No alteration, variation, cancellation, addition or amendment to, or deletion in this Agreement, including this
Clause, shall be of any force or effect unless put in writing and signed by both Parties.
CLAUSE 30
NON-WAIVER
No failure, delay, relaxation or indulgence on the part of either Party in exercising any power or right conferred
upon such Party in terms of this Agreement, shall operate as a waiver of such power or right, nor shall any
single or partial exercise of any such power or right preclude any other or further exercise thereof, or the
exercise of any other power or right under this Agreement.
CLAUSE 31
ACCESS TO INFORMATION
1. The Client shall grant authorised persons of the Service Provider access to all relevant information,
systems and facilities reasonably required by authorised persons of the Service Provider to perform the
Services.
2. The Service Provider shall ensure that access to such information is allowed only to users authorised by
the Client.
Page 14 of 18
3. The names and identity numbers of such authorised users shall be furnished to the Service Provider in
writing by the Client from time to time and the Service Provider shall also furnish all names and identity
numbers of authorised users in writing to the Client.
4. Changes to the access levels shall not be made without the prior written consent of the Client.
CLAUSE 32
SETTLEMENT OF DISPUTES
Any dispute arising under this Agreement shall be dealt with as follows:
1. Amicable Settlement
The Parties shall use their efforts to settle amicably all disputes arising out of, or in connection with the
application or interpretation of this Agreement.
2. Arbitration
a) No dispute may be submitted to arbitration unless all administrative remedies have been exhausted.
Such remedies shall be deemed to have been exhausted if no final decision shall have been reached
by the Parties within a period of one (1) month.
b) In the event that the Parties have exhausted all administrative remedies, either Party may refer the
matter to arbitration to be decided in accordance with the Arbitration Act of Botswana [Cap 06:01]
for the time being in force. The language of the arbitration shall be English.
3. The Arbitrator shall be a person mutually agreed upon between the Client and the Company. Failing
agreement, the matter shall be referred to a court of competent jurisdiction in Botswana.
4. The Arbitrator shall have the power to award the costs of arbitration to one or other Party, either in whole
or in part, such costs being limited to the following:
a) the Arbitrators fees and disbursements; and
b) the costs of legal counsel employed by the Parties in connection with the arbitration based on the
tariffs of the High Court of Botswana then prevailing, and calculated on a Party to Party scale or
attorney and client scale at the discretion of the Arbitrator.
5. In the event that no award of costs is made, each Party shall pay its own costs and the Parties shall pay
the Arbitrators fees and disbursements equally.
6. Where the Client has failed to pay the Companys fees, the Company shall not be bound to refer such
claim to arbitration, and may, in respect of such claim, institute action in any court of competent
jurisdiction in the Republic of Botswana.
7. Procedure for the settlement of disputes
Page 15 of 18
The amicable settlement of disputes shall take place as follows:
a) either Party shall notify the other Party of the dispute in writing, and propose recourse to an
amicable settlement;
b) the deadline for invoking amicable settlement procedures shall be seven (7) days following the
notification referred to in Clause 32(7)(a). The maximum time limit for reaching an amicable
settlement shall be seven (7) calendar days following the notification referred to in Clause
32(7)(a);
c) the time limit for responding in writing to a request or other requests allowed during the course
of the proceedings shall be four (4) calendar days from receipt of such requests. Where this time
limit is not satisfied, the Party that made the request shall deliver a reminder. If no response has
been received within four (4) calendar days of the receipt of the reminder, the attempt to make
an amicable settlement shall be deemed to have failed.
CLAUSE 33
DOMICILIUM CITANDI ET EXECUTANDI
The Parties choose as their domicilium citandi et executandi their respective addresses for all purposes arising out
of or in connection with this Agreement, and at which addresses all the processes and notices arising out of or in
connection with this Agreement, its breach or termination, may validly be served upon or delivered to the Parties.
FOR THE CLIENT: The Permanent Secretary

Ministry of Nationality, Immigration and Gender Affairs
Block 8, Government Enclave, Khama Crescent
Private Bag 002
Gaborone, Botswana
Tel: +267 361 1100
Fax: +267 395 3559
FOR THE SERVICE PROVIDER: The Managing Director

XYZ (Proprietary) Limited
Physical Address
Postal Address: .
Tel:.............................
Fax:
CLAUSE 34
SERVICE OF NOTICES
1. The Parties shall accept service of all documents, notices and processes in terms hereof at their domicilium
citandi et executandi stipulated in Clause 33 of this Agreement.
2. Any notice or communication sent by either Party to the other shall be deemed to be received on the seventh
(7th) day after the date of posting by registered post or on the date of delivery in the case of delivery by hand,
or where such notice is transmitted by way of facsimile on the record date of the transmission of such
facsimile provided such facsimile must be promptly confirmed by letter sent by mail.
3. Either Party shall be entitled to change the address specified by it in terms of this Agreement to any other
address (not being a post office box or post restante) on not less than fourteen (14) days prior written notice
to the other Party.
Page 16 of 18
4. It is specifically agreed that e-mail communications shall not be used for the service of notices.
CLAUSE 35
SEVERABILITY
If any one or more of the provisions of this Agreement shall for any reason be held to be invalid, illegal, or
unenforceable, the same shall not affect the remainder of this Agreement, which shall remain of full force and
effect.
CLAUSE 36
WARRANTY OF AUTHORITY
Each Party warrants to the other Party it has power, authority and legal power to sign and perform this
Agreement, and that this Agreement has been duly authorised and constitutes valid and binding obligations on it in
accordance with the terms of this Agreement.
CLAUSE 37
ENTIRE AGREEMENT
1. This Agreement, including all Appendices and other documents attached hereto and referred to herein,
constitute the entire, integrated understanding and agreement between the Parties and supersedes any oral or
prior written agreement with respect to the subject matter of this Agreement.
2. No representations, terms, conditions or warranties in respect of matters dealt with in this Agreement not
contained in this Agreement shall be binding on the Parties.
3. All of the terms and provisions of this Agreement shall be binding upon and inure to the benefit of the
successors and assigns of the Parties hereto.
4. The following documents attached hereto shall be deemed to form, and be read and construed as an
integral part of this Agreement namely:
a) Appendix A: Invitation to Tender;

b) Appendix B: Companys Proposal;
c) Appendix C: Payment Schedule;
d) Appendix D: Project Work Plan;
e) Appendix E: PPADB Recommendation for Award;
f) Appendix F: Letter of Offer;
g) Appendix G: Letter of Acceptance; and
h) Appendix H: Resolution of the Board of Directors.
CLAUSE 38
COSTS
Each of the Parties shall be responsible for its own legal costs of and incidental to the negotiation, preparation,
settling, signing and implementation of this Agreement.CLAUSE 39
EXECUTION
The duly authorised representative of the Client whose signature appears below executes this Agreement.
Page 17 of 18
THUS DONE AND EXECUTED IN GABORONE, BOTSWANA
this day of..2017
FOR AND ON BEHALF OF THE GOVERNMENT OF THE REPUBLIC OF BOTSWANA

NAME SIGNATURE
(being duly authorised in this capacity as..)
Witnesses: 1 Name..
SIGNATURE
2 Name.
SIGNATURE
THUS DONE AND EXECUTED IN GABORONE, BOTSWANA
this..day of..2017
FOR AND ON BEHALF OF THE XYZ (PROPRIETARY) LIMITED
. ..
NAME SIGNATURE
(being duly authorised in this capacity as...)
Witnesses: 1... Name..

SIGNATURE
2. Name..
SIGNATURE
APPENDICES A- H INCLUSIVE
Page 18 of 18
APPENDIX 3
INTEGRATED SYSTEM PROCESSES MAPS AND REQUIREMENTS CATALOGUE
MINISTRY OF NATIONALITY IMMIGRATION AND GENDER

AFFAIRS
A TENDER FOR THE PROCUREMENT OF:
PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT,

IMPLEMENTATION AND THIRTY SIX (36) MONTHS
MAINTENANCE OF AN INFORMATION AND COMMUNICATION
TECHNOLOGY INTEGRATED SYSTEM FOR CIVIL REGISTRATION
REFERENCE NO: SER 5/14/1

Date: 11TH SEPTEMBER 2017
Project Name:
Date: Release:
Authors: MNIG
Owner: Government of Botswana
Client:
Document Number: Version 1.0
Revision History
Date of next revision:
Revision Previous Summary of Changes Changes
Date Revision Date Marked
30/08/2017
Approvals
This document requires the following approvals. A signed copy should be placed in the project
files.
Name Signature Title Date of Issue Version
Distribution
This document has been distributed to:
Name Title Date of Issue Version
i
Contents
1. Introduction ............................................................................................... 1
1.1 Overview ............................................................................................... 1
1.2 Ministry Mandate .................................................................................. 1
1.2.1 Ministry Structure ...................................................................................2
1.2.2 Department of Civil and National Registration ...........................................3
1.2.3 Department of Immigration and Citizenship..............................................3
1.2.4 Use of ICT in MNIG .................................................................................3
1.3 Scope and Objectives ............................................................................ 4
2. Current Environment (As-Is) ..................................................................... 5
2.1 Civil Registration Processes ................................................................. 5
2.1.1 Registration of a Birth .............................................................................6
2.1.2 Registration of a Death ...........................................................................9
2.1.3 Change of Name ................................................................................... 12
2.1.4 Application for a National Identity Card (OMANG) ................................... 15
2.1.5 Registration of Marriages ..................................................................... 18
2.1.6 Appointment of Marriage Officers .......................................................... 21
2.1.7 Registration of Societies ........................................................................ 25
2.2 Migration and Border Management Processes ................................... 29
2.2.1 VISA Application ................................................................................... 29
2.2.2 Work and Residence Permit ................................................................... 32
2.2.3 Residence Permit Application ................................................................. 38
2.2.4 Permanent Residence ........................................................................... 42
2.2.5 Citizenship Application - Resumption, Settlement, Minor & Under 21 ........ 46
2.2.6 Citizenship Application Naturalization .................................................. 50
2.2.7 Citizenship Application - Presidential Grant 10A ...................................... 52
2.2.8 Citizenship Application - Presidential Grant 10B ...................................... 53
2.2.9 Border Control ...................................................................................... 57
2.2.10 Passport and Emergency Travel Document .......................................... 60
2.2.11 Repatriation ...................................................................................... 63
2.2.12 Cancelation of permits ....................................................................... 67
2.2.13 Deportation ....................................................................................... 70
2.2.14 Appeal (Work and Residence Permit) Application ................................. 74
ii
2.2.15 Immigration Consultants .................................................................... 81
2.2.16 Extension of Days (Beyond 90 Days) .................................................. 84
2.2.17 Visitors Permit (waiver) ...................................................................... 87
2.3 Current I.T Systems Used ................................................................... 90
2.3.1 National Identity System (NIS) .............................................................. 90
2.3.2 Birth & Death Registration System (BDRS) ............................................. 90
2.3.3 Immigration & Citizenship System (ICS) ................................................. 90
2.3.4 Passport & Border Control System (PBCS) .............................................. 90
3. Requirements Catalogue Entry ................................................................ 91
3.1 Operational Requirements .................................................................. 92
3.2 End User Requirements .................................................................... 123
3.3 Data Requirements ........................................................................... 130
3.4 User Access/Security Requirements ................................................ 134
3.5 System Integration Requirements ................................................... 140
3.6 Reporting Requirements ................................................................... 141
3.7 Support and Maintenance Requirements ......................................... 143
4. FORMS will be availed at a later stage. ................................................. 144
5. LIST OF OFFICES .................................................................................... 145
5.1 Department of Civil and National Registration ................................ 145
5.2 Department of Immigration and Citizenship .................................... 146
5.3 Embassies ......................................................................................... 147
iii
ACRONYMS
ABIS Automated Biometric Identification System
AFIS Automated Fingerprint Identification System
AGS Attorney Generals Chambers
AIRO Assistant Industrial Relations Officer
BCS Border Control System
BDRS Births and Deaths Registration System
BPS Botswana Police Service
BURS Botswana Unified Revenue Service
CNR Civil and National Registration
CPS Card Production System
CRB - Civil Registration of Birth
CRVS Civil Registration and Vital Statistics
DIS Directorate of Intelligence Services
DPSM Directorate of Public Service Management
EFT Electronic Fund Transfer
ETD Emergency Travel Document
GABS Government Accounting and Budgeting System
HRDC Human Resource Development Council
ICAO International Civil Aviation Organisation
ICS Immigration and Citizenship System
ICT Information and Computer Technology
IPMS Integrated Patient Management System
IRO Industrial Relations Officer
LMO Labour Market Observatory
MITI Ministry of Investment Trade and Industry
MLGRD Ministry of Local Government and Rural Development
MNIG Ministry of Nationality, Immigration and Gender Affairs
iv
NIS National Identification System
OP Office of the President
PBCS Passport and Border Control System
PI Prohibited Immigrant
PIRO Principal Industrial Relations Officer
PLO Principal Labour Officer
PO Point of sale
PR Permanent Resident
QA Quality Assurance
RIO Regional Immigration Officer
SMS Short Message Service
SOP Standards of Operation
TBD To be determined
v
1. Introduction
1.1 Overview
The Ministry of Nationality, Immigration and Gender Affairs systems are critical in
facilitation of services to the citizenry, ease of doing business, management of border
control and migration and improved integrity of registration documents which are
essential components for job creation and efficiency.
It was in this light that as part of the Governments commitment to stimulate the
economy, the Ministry was charged with the responsibility to upgrade its systems.
The exercise entails automation of critical manual functions and redevelopment of

obsolete systems. Key in the exercise is the development of comprehensive systems
which could be integrated with other systems for consistency, efficiency and data integrity
to facilitate on-line services especially for critical functions such as VISA applications and
work permits processing.
It was on this basis that the Ministry has taken a decision to develop a Statement of User
Requirements (SOUR) that will inform the design, development and implementation of
an integrated Information and Communication Technology (ICT) system aimed at
improving service delivery and national security.
1.2 Ministry Mandate

The mandate of the Ministry of Nationality, Immigration and Gender Affairs includes
amongst others management and control of migration; and management of civil and
national registration. Key to this is efficient facilitation of services to the citizenry and
ease of doing business which is critical to job creation.
Page 1 of 147
1.2.1 Ministry Structure
1.2.1.1 Ministry of Nationality, Immigration and Gender Affairs Structure
Minister
Permanet Secretary
Deputy Permanent
Deputy Permanent
Secretary - Corporate
Secretary - Home Affairs
Services
Deparment of Corporate Department of Gender

Services Affairs
Department of Civil and

National Registration
Department of
Immigration and
Citizenship
Page 2 of 147
1.2.2 Department of Civil and National Registration
The Department of Civil and National Registration is responsible for management of civil
and national registration.
1.2.3 Department of Immigration and Citizenship

The Department of Immigration and Citizenship is responsible for management and
control of migration
1.2.4 Use of ICT in MNIG

The use of ICT Technology is inevitable for both management of data and provision of
online services as well as ensuring data integrity and security.
The Ministry is however currently confronted with challenges with respect to its systems
as follows:
i. Obsolete infrastructure and old technology
ii. Poorly designed systems
iii. There are still critical functions which are manual such as change of name;
registration of marriages and marriage officers. Registration and monitoring of
societies is also manual. This results in poor record management and long turn-
around times thereby affecting Doing Business.
iv. Source code of all the systems are not owned by Government hence systems
are vendor locked and crucial enhancements are costly and /or difficult to
undertake. This poses a security risk to Government. System maintenance
costs are also not manageable.
v. Stand-alone internal systems that do not communicate with each other and
those of sister ministries.
Given the importance of MNIG systems, it is essential for the Ministry to develop an
efficient integrated system.
Page 3 of 147
1.3 Scope and Objectives
The purpose is to gather and document requirements for the design, development and
implementation of MNIG integrated ICT system.
The objective of this project is to:

Develop Statement of User Requirements for the delivery of an Integrated System
that will establish a comprehensive Population Register; efficient and effective
Border control and Migration management.
Provide implementation strategy for the intended solution (skills requirements,
budget, etc.)
Comprehensively review and analyse existing business processes
Model, redesign, streamline and integrate new business processes
Review and analyse adequacies and inadequacies of the legislative framework
governing registration services and migration.
Assess and identify ICT infrastructure requirements within Botswana Government
and Botswana Embassies for the delivery of the project.
Page 4 of 147
2. Current Environment (As-Is)
The Department of Civil and National Registration is responsible for civil registration while
the Department of Immigration and Citizenship is responsible for migration management
and border control.
The Ministry uses four ICT systems to facilitate its mandate. The systems are;
National Identification System (NIS)

NIS is made up of Automated Fingerprint Identification System (AFIS) and Card
Production System (CPS).
o AFIS is used for storing and authenticating fingerprints during the issuance
of National Identity (Omang) and Travel Documents. Without this system,
Omang cards and passports cannot be issued. This system is in a critical
state as it could crash at any time. It is interfaced with CPS
o CPS is used to register citizens and produce Omang cards after
authenticating with AFIS.
Births and Deaths Registration System (BDRS)

BDRS registers births and death and issues respective certificates on-site.
Passport and Border Control System (PBCS)

Passport and Border Control System (PBCS) is made up of Passport Personalization
System (PPS) and Border Control System (BCS).
o PPS is used to process and issue Travel Documents.
o BCS is used to manage border movement.
Immigration and Citizenship System (ICS)

ICS manages migration of foreigners and issuance of Visa, citizenship repatriation
of illegal immigrants. Failure of this system will result in not being able to issue
immigration permits and visas.
2.1 Civil Registration Processes

Registration services deals with registration of civil and vital events. These include births,
deaths, marriages, divorces and registration of people 16 years and above for issuance
of national identity cards. It also deals with administration of change of name and
appointment of marriage officer as well as registration and monitoring of societies.
Page 5 of 147
2.1.1 Registration of a Birth
This service deals with registration of all births occurring in Botswana. The outcome of
this service is the registration of a birth and the issuance of a birth certificate.
Page 6 of 147
Figure 1 Registration of a birth As-Is Map
Civil Registration
Registration of a Birth
Doctor or
Midwife
Complete form CRB-

2 with parent
Y
Customer
Birth notification Institutional Present ID and CRB- Collect birth

and registration birth? 2 slip certificate
Supervisor
Print Birth
Review record Approved? Y Certificate using
BDRS
N
(Customer visits district office) N
Verify birth details Record collection in

Record CRB-2 in Confirm details of
Preparatory Clerk
and clarify errors BDRS and manual

BDRS Birth Certificate
register
Take late Write rejection

Complete form CRB- Registration
Y registration Record data in BDRS letter and send to
2 after 60 days?
payment fee customer
Y
Committee
Review application
and supporting Approved? N
documentation
REVISED 18-May-16 Page 1 of 1 Registration of a Birth

LEGEND Start Process Step Decision Next Page End Process
FILENAME Updated Process Maps - Civil Registration.vsd
Page 7 of 147
Process Narrative: Registration of a Birth
Mandate: Civil Registration

Process: Registration of a Birth
Key Roles in Customer:
Service Delivery: Birth notification and registration ( if non institutional)
Present ID and CRB 2-slip
Collection of certificate
Doctor or Midwife: (If an institutional birth)
completes Civil Registration Birth-2 (CRB-2) form with
parent(s) shortly after birth occurs
Preparatory Clerk:
completes CRB-2 form with customer (if not an
institutional birth)
Record CRB-2 in BDRS
Verify birth details and clarity errors
Registration after 60 days
Take late registration payment fee
Confirm details of Birth Certificate
Write rejection letter and send to customer
Record collection in BDRS and manual register.
Supervisor:
Review record, print birth certificate using BDRS
Makes a decision (approve or reject).
Committee
Review application and supporting documents
Makes a decision ( approve or reject)
Triggers: Birth occurrence
Late registration of birth
Inputs: Physical file creation
Receipt of doctor or midwife signed-off application ( CRB-
2)
Confirmation letter or signed affidavit, under 5 card,
witness statement, National identification card for
witnesses
Payment for late registration
Outputs: Digitized file created in BDRS
Rejection letter (option)
Birth certificate printed using BDRS
Customers: Parents/guardians of new born children or people who
have not previously had their birth registered
Page 8 of 147
Stakeholders Ministry of Health , Tribal Authorities
Systems: Birth and Death Registration System (BDRS)
Volume: 19,000 birth registration and birth certificates issued per
quarter
Time to Deliver the Same day for non-late registration
Service: Greater than 30 days for late registration
Critical Success Sufficient supporting documents
Factors (CSFs): Committee Decision
Challenges: The legal instrument is out dated and does not cater for
new emerging issues such as:
o Does not allow recognition of births that
occurred outside the country.
o Harmonisation with other relevant legislation
frameworks e.g. Childrens Act and Adoption Act
Delayed notification and registration of births
Poor completion of birth notification (CRB2) forms by
midwives citing duplication of effort in completing CRB2
forms and Ministry of Health (MoH) forms
Lack of interface between MoH Integrated Patient
Management System (IPMS) and BDRS for sharing
information on birth notifications
On-site registration centres are not rolled out to all health
facilities with maternity facilities
Non- collection of certificates
Fraudulent acquisition of birth certificates
Lack of storage for filing forms as records are classified as
live records
Birth notification forms are manually filed resulting in
delayed retrieval and poor management of information
No online service
2.1.2 Registration of a Death

This service deals with all deaths occurring in Botswana. The outcome of this service is
the registration of a death and the issuance of a death certificate.
Page 9 of 147
Figure 2. Registration of a death As-Is Map
Civil Registration
Registration of a Death
Doctor or
Midwife
Complete form
CRD-2 with parent
Y
Customer
Death notification Institutional Present ID and CRD- Collect Death

and registration death? 2 slip certificate
Supervisor
Print Death
Review record Approved? Y Certificate using
BDRS
N
(Customer visits district office) N
Verify Death details Record collection in

Record CRD-2 in Confirm details of
Preparatory Clerk
and clarify errors BDRS and manual

BDRS Death Certificate
register
Take late Write rejection

Complete form Registration
Y registration Record data in BDRS letter and send to
CRD-2 after 30 days?
payment fee customer
Y
Committee
Review application
and supporting Approved? N
documentation
REVISED 19-May-16 Page 1 of 1 Registration of a Death

FILENAME Drawing10
Page 10 of 147
Process Narrative: Registration of a Death
Process: Registration of a Death

Service Delivery: Submit notification of an occurrence of death and
register ( if non institutional)
Present ID and CRD-2 slip
collection of certificate
Doctor/Pathologist: (If an institutional Death)
Completes Civil Registration Death -2 (CRD-2) form
with parent(s) shortly after Death occurs.
Preparatory Clerk:
Completes CRD-2 form with customer (if not an
institutional Death)
Record CRD-2 in BDRS
Registration after 30 days
Verify Death details and clarify errors
Take late registration payment fee
Record data in BDRS
Confirm details of Death Certificates
Write rejection letter and send to customer
Record collection in BDRS and manual register
Supervisor:
review the record
makes a decision (approve or reject )before the Death
certificate is printed
Print Death Certificate using BDRS
Committee:
review late applications and supporting
documentation
makes a decisions ( approval or rejection)
Triggers: Death occurrence
Late registration of Death
Inputs: Physical file creation
Receipt of doctor signed-off application
Confirmation letter or signed affidavit, witness statement,
National identification card for witnesses
Payment for late registration
Outputs: Digitized file
Rejection letter (option)
Death certificate
Page 11 of 147
Customers: Next of kin (authorised) requiring a death certificate for a
deceased relative
Stakeholders Ministry of Health , Tribal Authorities
Systems: Birth and Death Registration System (BDRS)
Volume: 3,500 death registration and death certificates issued per
quarter
Time to Deliver the Same day for non-late registration
Service: Greater than 30 days for late registration
Critical Success Sufficient supporting documents
Factors (CSFs): Committee decision
Challenges: The legal instrument is out-dated and does not cater for
new emerging issues such as:
o Does not allow recognition of deaths that
occurred outside the country.
o Harmonisation with other relevant legislation
frameworks e.g. Inquest Act
Delayed notification and registration of deaths
Poor completion of death notification (CRD2) forms by
doctors citing duplication of effort in completing CRD2
forms and Ministry of Health (MoH) forms
Lack of interface between MoH Integrated Patient
Management System (IPMS) and BDRS for sharing
information on death notifications
On-site registration centres are not rolled out to all health
facilities
Delay in collection of certificates
Fraudulent acquisition of death certificates
Lack of storage for filing forms as records are classified as
live records
Death notification forms are manually filed resulting in
delayed retrieval and poor management of information
No online service
2.1.3 Change of Name

This service is accessed by Botswana Citizens who wish to change their surname for
various reasons.
Page 12 of 147
Figure 3. Change of Name As-Is Map
Civil Registration
Change of Name
Customer
Submit application
Receive
and supporting N Receive rejection authorization letter
documentation
letter
District Office
Screen application Receipt of letter &

Application Prepare and Issue rejection Issue authorization
for completeness Y Receive payment A registration in
complete? Dispatch letter letter
and accuracy manual register
Messenger
Receive & mark Receipt & dispatch

application Savingram & notices
to AGS
Permanent Secretary/
Deputy Permanent
Secretary
Review change of
Approved?
name request
Y
Director
Review application
and make
recommendation
Approved
Typing Pool
Rejected
Type first Type second Draft Authorization
Sort applications
publication notice publication notice letter
Senior Registration
Recommend second
publication
Recommend Record objections,
Officer
Authorize first Authorize second

application for update customer, Verification of letter If OK
publication notice publication notice
publication prepare minutes
Draft rejection A
letter N
Registration
Officer
Complete Complete
Add application to Finalization of name
Create pink file Savingram template Savingram template
manual register change
& print & print
Attorney General s
Chamber
Receipt of notices Second publication

First publication of Approve notice for
& savingram for of authorization of
name change publication
publication change of name
REVISED 19-May-16 Page 1 of 1 Change of Name

Page 13 of 147
Process Narrative: Change of Name
Key Roles in Service Customer:
Delivery: Submits a request to change surname and supporting
documents.
Receive rejection letter
Receive authorization letter
District Office:
Screen application for completeness and accuracy
Receive payment
Prepare and Dispatch
Issue rejection letter
Issue authorization letter
Receipt of letter and registration in manual register.
Messenger:
Receive and mark applications
Receipt and dispatch savingram and notices to AGs
Director:
Review applications and make recommendations.
Permanent Secretary/ Deputy Permanent Secretary:
Receive change of name request
Makes a decision ( approve or reject)
Typing pool:
Sort applications
Type first publication notice
Type second publication notice
Draft authorization letter.
Senor Registration Officer:

Recommend application for publication
Authorize first publication notice
Record objections, updates customer, prepare minutes
Recommend second publication notice
Draft rejection letter
Verification of letter
Registration Officer :
Add application to manual register
Create pink file
Complete savingram template and print
Finalize change of name.
Attorney Generals Chamber Officers:
First publication of name change
Receipt of notices and savingram template for publication
Page 14 of 147
Approve notice for publication
Second publication of authorization of change of name.
Triggers: Application/ Request to change surname

Inputs: Receipt of application forms
Application Fee
Public Objections
Outputs: Rejection letter
Authorization letter
Customers: Citizens
Systems: Manual register
Stakeholders Attorney General Chambers
Volume: 1,000 or more change of name per year
Time to Deliver the 69 days
Service:
Critical Success Complete application
Factors (CSFs): PS/DPSs decision
Gazettement of notices by AGC
Challenges: Manual process results in;
o Poor record management leading to poor monitoring of
applications
o Poor storage of files and archiving
o Inaccurate statistics
o Certificates with no security features.
Statutory delay causes poor adherence to set standards.
The legal instrument is out-dated and does not cater for new
emerging issues such as:
o Controls on the frequency of change of surname
o Lack of regulations to operationalize the Act
Poor information sharing with relevant stakeholders
2.1.4 Application for a National Identity Card (OMANG)

This service permits customers to apply for their national identification card. Included in
this service is the process of issuing cards in the event that a customer needs to renew
an expiring, replace a lost, damaged or stolen card and/or change of particulars.
Page 15 of 147
Figure 4. Application for a National Identity Card (OMANG) As-Is Map
CIVIL REGISTRATION
National Identity Card Application
Submit Application
Customer
Submit
Form and Receive
B additional Collect card
supporting notification
information
documents
A ID cards,
rejection
Prepare for notes,
Verification of Complete Take rejected forms
HQ and
data on NIS Form application fee Receipt and
dispatch
District Office
Issuance
registration
Replacement N
Replacement/ Late Receive rejected

New
New registration application and B
inform customer
Question customer and

Police
take late charge A

payment
The application is sent
back to the district for
correction.
Reject and
Replacement / return to
Replacement
New district
Form checking
Receive and screen

Sort according
N If errors form for
New to type
completeness
Allocate Batch Create a batch

Batching
Number of 40 files
Supervisor
Verification of Send rejection

Y Approve? N Rejection
application list to District
Production Hall
Capturing of Perform
Laminating &
data & Quality If errors N Printing
Cuttting
biometrics Assurance
After quality assurance

Retrieve
Storeroom
physical files are stored

previous in the store room
records/ file
Dispatch Office
Package and
Dispatch card Sort according
dispatch to
electronically to district
districts
Process Decisio Next End REVISED 19-May-16 Page 1 of 1

LEGEND Start
Step n Page Process
Page 16 of 147
Process Narrative: Application for a National Identity Card (OMANG)
Process: Application for a National Identity Card (OMANG)
Delivery: Submits an application form and supporting
documents
Receive notification
Submit additional information
pay application fee
collect card
District Office:
Verification of data on NIS
Takes an application fee
Prepare for HQ and dispatch
Issue a card
Receipt and register of (ID cards, rejection notes
and rejection forms).
Police:
Question customer and take late payment charge
Batching:
Allocate batch number
Create a batch of 40 files
Supervisor:
Verification of application
Makes a decision
Send rejection list to district.
Production Hall:
Capturing of data and biometrics
Perform quality assurance
Printing of documents
Laminating and cutting
Store Room:
Retrieve previous records/file
Storing of files
Dispatch office:
Dispatch card electronically
Sort according to type
Package and dispatch to district
Page 17 of 147
Triggers: An applicant completes the application and submits the
forms along with supporting documentation
Inputs: Birth certificate
Citizenship certificate
Completed application form
Applicable fees
Outputs: National identity card
Customers: Citizens of Botswana looking to obtain national identity
card
Stakeholders Botswana Police Services
Systems: National Identification System (NIS)
Manual register
Volume: 13,000 or more ID applications per month
Service:
Critical Success Factors Completed application
(CSFs): Availability of ICT Infrastructure
Police Charge
Challenges: Process is semi- automated resulting in;
o Poor record management
o Lack of storage space for manual files
o Insufficient tracking of applications
(Change of Citizenship status from Immigration)
Authentication of ID is not extended to the private
sector
Insufficient security features on the ID Card
The legal instrument is out-dated and does not cater
for new emerging issues.
Revenue collection is done through GABS not the
system
Identity fraud/ theft
Lack of a mechanism to monitor use of cancelled
identity cards
2.1.5 Registration of Marriages

This service is provided to customers for solemnization and registration of their marriage
within Botswana.
Page 18 of 147
Figure 5. Registration of a Marriage As-Is Map
Civil Registration
Registration of a Marriage
Customer
complete
Submit application
Special proclamation forms Receipt of property
with supporting Return to office Pay marriage fee
exemption? A and property instruments
documentation with witness B instruments forms
Rejected Y Approved
Commissioner
Assessment of
District
objections along Approved? Rejected Rejection Commissioning of Marriage Issue certificate of

Review special Solemnization of
Approved? N with applicants oaths & signing of performed by Y marriage to the
exemption marriage
forms DC? couple
Approved A
Record rejections &

Preparatory Clerk
Record objections
remove banns
Receipt & Notify customers
Y registration of &Filing of registered
N property instrument
Registered property
instruments awaiting customers to
Publish marriage collect
Objections/not B Prepare forms
banns for 21 days
Marriage Officer
Appointed
Dispatch copy of Issue certificate of

Solemnization of
marriage certificate marriage to the
marriage
to the office couple
Assistant Registrar
of Marriages
Preparation of
Property instruments/ Property Instrument
marriage certificates & Marriage
Certificate
N
Deeds
Property instrument
Verification of Registration of Dispatch property
Marriage certificate registration of property Y property instruments to
instrument instruments districts
Marriages section
Registration of
Marriage Filing of marriage
certificates in the certificate
national register
REVISED 19-May-16 Page 1 of 2 Registration of a Marriage

Page 19 of 147
Process Narrative: Registration of a Marriage
Process: Registration of a Marriage
Service Delivery: Submit application with supporting documents
Complete proclamation forms and property
instruments forms
Signing of marriage certificate
Pays marriage fee
Receipt of marriage certificate and property instrument
certificate
District Commissioner:
Make decision on special marriages (approve/reject)
Assessment of objections (approve/reject)
Commissioning of Oath and signing of forms
Solemnization of marriages
Issuing of marriage certificate
Preparatory Clerk:
Publish marriage banns
Record objections and remove banns
Prepare all forms for customers to sign
Receipt and registration of property instruments from
DEEDS
Filing of property instruments and notifying customers
for collection
Appointed Marriage Officer:
Solemnization of marriages
Issuance of marriage certificate to customers
Dispatch copies of marriage certificates to the office
Assistant Registrar of Marriages:
Preparation of property instruments and marriage
certificate
DEEDS:
Verification of registration of property instrument
Registration of property instrument
Dispatch property instrument to districts
Marriages Section:
Registration of marriage certificate in the national
register
Filling of marriage certificate
Triggers: An applicant submitting intension to marry.
Inputs: Completed application
Page 20 of 147
Witness signature
Marriage fee
Outputs: Marriage certificate
Registered property instrument
Customers: Applicants couples intending to marry
Stakeholders District Commissioners, Appointed Marriage Officers,
Registrar of Deeds
Systems: Manual Register
Volume: 1600 per quarter
Service:
Critical Success Completed application
Factors (CSFs): Signed and witnessed marriage and property forms
Signed property instrument
Availability of the Marriage Officer
Challenges: The process is manual resulting in;
o Poor record management
o Lack of storage for filing manual records.
o Poor information sharing with relevant stakeholders
o Poor monitoring mechanisms for married and
divorced persons
o Delayed submission of marriage returns by
appointed marriage officers.
No mechanism to register marriages solemnised by Tribal
authorities under customary law
Clearance of marital status for persons is done manually.
Marriage Act does not cater for marriages that occur
outside the country.
No interface/ integration with Registrar of High Court for
updating/ submission of decree absolute
2.1.6 Appointment of Marriage Officers

This service is provided to customers for appointment as marriage officers within
Botswana.
Page 21 of 147
Figure 6. Appointment of Marriage Officers
Civil Registration
Appointment of a marriage officer

Customer
Submission of
application Receipt of
rejection letter
Review the
Receipt of
Counter
application
applicaiton
using checklist
A
Back office
Registration of Deliver Typing of

Record the
application and application to request for Typing of Issuance of
application in
allocate file the PS for notices rejection letter rejection letter
the register
number assessment (savingram)
PS Office
Recommendati
on to Minister
Approved
Rejected
Minister
Receipt of
Approved?
applications
19-May-
REVISED Page 1 of 2 Registration of a Marriage
Start Process Step Decision Next Page End Process 16
LEGEND
Page 22 of 147
Civil Registration
Appointment of a marriage officer
Deliver notices
Back office
Receipt of
to Ministers
request of
office for
Notices
signature
Preparation of
Notice for Publication
based on
AG S
Ministers
signature notices signed
by the minister
Dispatch of
Request of
Messenger
Dispatch
A Notice for Savingram for
Ministers publication
signature
If not ok
Typing of
Typist
appointment
letter
Receive gazette Deliver to

Back Office
with typing pool to Receipt of Verification of

Receives notices Prepare
Publishment type appointment appointment If Ok/ not Ok
from the Savingram for
regarding appointment letter letter
Minister publication
appointment letter
Customer
Issuance If ok
Senior Officer
Append
(ROI)
Signature
Minister
Append
Signature
REVISED 19-May-16 Page 2 of 2

Start Process Step Decision Next Page End Process
LEGEND
Page 23 of 147
Process Narrative: Appointment of Marriage Officers

Process: Appointment of Marriage Officers
Service Delivery: Submission of applications
Receipt of appointment letters and rejection letters
Counter:
Receipt of applications
Review of application using checklist
Issuance of appointment letters
Back Office:
Registration of application and allocate file number
Record applications in the register
Deliver applications to Permanent Secretary for
assessment
Typing of request for notices (savingram)
Receipt of request of notices
Deliver notices to Ministers office for signature
Receive notices from the Minister
Prepare savingram for publication
Deliver to typing pool to type appointment letters
Receipt of appointment letters
Verification of appointment letters
Issuance of rejection letter
Permanent Secretary Office:
Recommend to the Minister
Attorney General Chambers:
Preparation for notices for Ministers signature
Publications based on notices signed by the Minister
Messenger:
Dispatch request of notices for Ministers signature
Dispatch savingram for publication
Typist:
Typing of appointment letters
Minister:
Receipt of applications and make decisions
(approve/reject)
Append signature on notices
Senior Office (RIO):
Append signature on appointment letters
Triggers: Application for appointment
Page 24 of 147
Application fee
Outputs: Appointment letter
Customers: People wishing to be marriage officers
Systems: Physical register
Archive of duplicate of appointment letter
Volume: To be determined
Time to Deliver the Unknown
Service:
Critical Success Completed application forms
Factors (CSFs): Publication notices
District Commissioner assessment
Ministers decision
o Poor record management leading to poor
monitoring and tracking.
There are no regulations to govern operations more
especially stipulating the duration of appointments.
2.1.7 Registration of Societies

This process deals with registration and monitoring of non- profit making societies
including recreational, burial, political, religious and professional associations.
Page 25 of 147
Figure 7. Registration of Societies As-Is Map
Civil Registration
Societies
HQ
Submission of
Customer
Submit Receipt of Application and

At district/HQ response supporting
Application
Start documents
Preparatory Clerk
Prepare for Collection of Opening of file

Registration
A response payment for application
application
District
3
Principal Registration
Application
Officer
screening Preparation of
Assessment of 1
Approval? Y registration
application
documents
District Office
Register
application and
dispatch
N
Registration Officer Management Unit
Records
Receive mail
A
and Sort
Assistant
Screening of Further 2
registration assessment
Messenger
Dispatch
(District)
responses by
post office

LEGEND
FILENAME Civil Registration.vsd
Page 26 of 147
Civil Registration
Societies
Customer
Issuance of Collection of
rejection letter certificate
End
Preparatory Clerk
Register and
dispatch
certificates to
districts
Principal Register
Typing of Capture in MS
Access DB and file
rejection letter the application
End
District Office
Registration and
N issuance of
certificates
Assistant Director
2 Y 3
Approval Signing of
ceritificate
Ty pist
1
Typing of
certificates

LEGEND
FILENAME Civil Registration.vsd
Page 27 of 147
Process Narrative: Registration of Societies
Process: Registration of Societies
Service Delivery: Submit applications and supporting documents
Receipt of responses
Pays application fee
Receipt of certificate and rejection letters
Preparatory Clerk:
Registration of applications
Preparation of responses
Collection of payment
Opening of file for application
Registration and dispatch certificates to districts
Principal Registration Officer:
Application screening
Assessment of application (approve/rejects)
Preparation of registration documents
Typing of rejection letters
Capture in MS Access and file the application
District Office:
Registration of application and dispatch
Registration of certificates and issuance of certificates
Record Management Unit:
Receive mail and sorting
Assistant Registration Officer:
Screening of registration
Further assessment on applications
Messenger:
Dispatch responses to post office
Assistant Director:
Make decisions on applications (approve/reject)
Signing of certificate
Typist:
Typing of certificates
Triggers: Submission of Application
Inputs: Complete application
Applicable fees
Outputs: Certificate
Customers: Applicants
Systems: Manual register
Page 28 of 147
Stakeholders Public
Volume: To be determined
Time to Deliver the 14 Days
Service:
Critical Success Completed application forms
Factors (CSFs): Assistant Directors decision
o Poor record management leading to poor monitoring and
tracking.
Lack of monitoring mechanisms for registered societies
2.2 Migration and Border Management Processes
Migration and Border Management is facilitating movement of persons in and outside

Botswana through issuance of passports, permits and Visas, granting citizenship as well
as the repatriation of illegal immigrants.
2.2.1 VISA Application

This process deals with processing and issuance of VISAs to non-citizens who wish to
visit Botswana for various reasons in accordance to VISA regulations.
Page 29 of 147
Figure Visa Application As-Is Map
Migration and Border Control Management
Visa Application
Customer
Submit application
and supporting Pay application fee Collect Visa or
documentation Rejection letter
Counter Officer
Enter initial Issue Create file, allocate

Review application Take customer
customer acknowledgement number (manual if
using checklist finger prints in ICS Issue Visa or
information in ICS letter no ICS)
Rejection letter
Secretariat
Prepare for Board

decision
Board
Decision Making
Approve/Reject
Intelligence and Security
Directorate of
Vetting
If vetting
Back Office
Collection & Sorting Sorting according to Approved Rejected

Vetting/not
according to Vetting or not N
Vetting
application type Vetiing
If not vetting
Visa Office
Recording of Print Visa (Type if

Assessment and approved files & Sort by and notify manual) or
Sorting according to Gratis allocate Visa originating office Generate rejection
Y
countries/ (Exempted)? number letter
categories
REVISED 19-May-16 Page 1 of 1 Visa Application

FILENAME Migration and Border Control Management.vsd
Page 30 of 147
Process Narrative: Visa Application
Mandate: Migration and Border Control Management
Process: Visa Application
Service Delivery: Submission of applications and supporting documents
Pays applications fee
Collects Visa or rejection letters
Counter:
Review application using checklist
Enter customer initial in the system (ICS)
Take customer fingerprints
Issue acknowledgements letters
Create file, allocate number (manual if no ICS)
Issue Vis a or rejection letters
Back Office:
Collection and sorting applications according to type
Sorting according to vetting and not vetting
Secretariat:
Prepare for Board setting
Committee:
DIS:
Conduct vetting on applications
Visa Office:
Assessment and sorting according to countries and
categories
Recording of files and allocate Visa number
Sort by and notify originating offices
Print Visa (type if manual) or generate rejection letter
Triggers: Applicant submits VISA Application
Inputs: Complete VISA application form with supporting
documents
Application fee
Outputs: Acknowledgement letter
VISA or rejection letter
Customers: VISA applicant
Systems: Immigration and Citizenship System (ICS)
Volume: 200 VISA applications issued a month (70% comes from
embassies)
Page 31 of 147
Time to Deliver the 7 Working Days
Service:
Critical Success Complete application form
Factors (CSFs): Response from vetting agency
Committee decisions
Challenges: The ICS infrastructure and technology are obsolete
Poor storage of manual files and archiving
Some of the applications are captured manually due to the
fact that they were not factored into the current automated
system when the VISA Regulations were reviewed.
o Poor monitoring mechanisms on adherence to Visa
conditions
2.2.2 Work and Residence Permit

This process deals with processing and issuance of Work and Residence Permits to non-
citizens, who wish to work, invest and reside in Botswana.
Page 32 of 147
Figure Work and Residence Permit As-Is Map
Work and Residence Permit Application
Submit residence
Customer
Submit work permit application Pay residence

Pay work permit
permit and Work permit permit
application fee
application receipt application fee
Counter Officer
Issue Work
(Labour)
Review
Permit
application using
Application
checklist
receipt
Counter Officer
(Immigration)
Review Enter initial Issue Create file and

Take customer
application using customer acknowledgement allocate file
finger prints
checklist information in ICS letter number
Pull old files

Back Office (Immigration)
If renewal from filling

bureau Capture & scanning
of applications and
Receipt & sorting of If new/
supporting
applications by type renewal
documents
Creation of new
If new file & allocate
file number
1 Temporary
If not temp
Distribution
permit/not
Request
If temp print
Notification
Printing Office
Printing of
temporary 3
permit (system)
1 of 3
End
LEGEND Start Process Step Decision Next Page
Process
Page 33 of 147

Distribution
Request for Receipt of Update Vetting

1 Vetting & Vetted status &
preparing documents scanning
Vetting Minute
DIS
Vetting
If rejected
Board Secretariat
Sorting of
Preparation for application Recommendation
Assessment according to Approved 3
board Level 1 ( approved
rejected/approved or Rejected)
Update Board
Secretary
decision in the
Typing of
system (rejected/
Agenda
approved) application
If ok
If approved
Consideration of
Board
application by
board (approve/
reject)
Regional Labour
Sorting &
Registration of Allocate Permit Typing of Work Verification of
Office
If Ok
Applications (New/ Number Permit Work Permit
renewal)
If not Ok
2 of 3
Next End
LEGEND Start Process Step Decision
Page Process
Page 34 of 147

Counter Officer
Issue work and

residence
permits
Distribution
3 Final decision Prepare batch &

(Level 2) Filling of files
Production
Print residence
permit
3 of 3
End
Process
Page 35 of 147
Process Narrative: Work and Residence Permit Application
Process: Work and Residence Permit
Service Delivery: Submit work and residence permit application with
supporting documents
Pays application fees
Receipt of Work and Residence Permit or rejection
letters
Counter:
Receipt and review applications using checklist
Enter customers initial information in ICS
Issuance of acknowledgement letter
Create file and allocate file number
Issuance of work and residence permit
Back Office:
Receipt and sorting according to type
Pull old files from filing bureau for renewals
Creation of file and allocate file number for new
applications
Capture and scanning of applications and supporting
documents
Distribution:
Request for printing for temporary permits
Request for vetting and preparing vetting minute
Receipt of vetted documents
Update vetting status and scanning
Final decision (level 2)
Prepare batches and filing of files
Printing Office:
Printing of temporary permits
DIS:
Conduct vetting on applications
Board Secretariat:
Assessment of applications
Prepare for board setting
Sorting of applications according to type
(approve/rejects)
Recommendation (level 1)
Secretary:
Typing of agenda
Update Board decision in the system (approve/reject)
Page 36 of 147
Board:
Consideration of application by Board (approve/reject)
Regional Labour Officer:
Sorting and registration of applications (new/renewal)
Allocate permit number
Typing of work permit
Verification of work permit
Production:
Printing of residence permit
Triggers: Completed Application
Application payment
Meeting agenda
Outputs: Work permit
Residence permit
Rejection letter
Stakeholders Public, (BPS), DIS
Systems: Paper register
Immigration and Citizenship System (ICS): Oracle
database system
Volume: 1200 per month
Time to Deliver the Average of 30 working days
Service:
Critical Success Complete applications and documentation
Factors (CSFs): Fee payment
DIS participation
Board sitting
Challenges: Procurement for work permit system currently underway
Manual process result in;
Poor record management of data leading to difficulty in
tracking and monitoring of adherence to permit
conditions
o Poor monitoring of localization plan resulting in
poor implementation.
Manual Permit is easy to be forged because they do not
have security features leading to fraud.
Vetting of application is manual
Page 37 of 147
2.2.3 Residence Permit Application
This process deals with the application and issuance of Residence Permits.
Page 38 of 147
Figure Residence Permit Application Process As-Is Map
Residence Permit Application Only
Intelligence and Security
Directorate of
Conduct vetting of
application 14-30 days
Back Office
Enter remaining Scan

Review application
customer documentation Update ICS with
using checklist
information in ICS into ICS, package results of vetting
Customer
Submit residence
Pay application fee Interoffice Mail
permit application
Counter Officer
Enter initial Issue Create file,

Review application Take customer
customer acknowledgement allocate number
using checklist finger prints
information in ICS letter (manual if no ICS)
Regional Immigration
Officer or Board
Assess file using

Secretary
Record decisions
point based
in ICS
system tools
Weekly Mini
Board
Peer review of
recommendations
Weekly Board
Approve or reject
application
Supervisor
Record Board
Page 2
decision in ICS,
notify customer
REVISED 17-May-16 Page 1 of 2 Residence Permit Application Only

FILENAME Updated Process Maps - Online Visas, Residence and Work Permits FINAL.vsd
Page 39 of 147
Residence Permit Application Only
Check document
Page 1
Approved? Y Print permit quality using QA
machine
Printer
Print rejection letter

Counter Officer
Issue rejection
Issue permit
letter
Customer
Receive rejection
Receive permit
letter
Back Office
Generate case Prepare batch and

summary in ICS file
REVISED 17-May-16 Page 2 of 2 Residence Permit Application Only

FILENAME Updated Process Maps - Online Visas, Residence and Work Permits FINAL.vsd
Page 40 of 147
Process Narrative: Residence Permit Application
Process: Residence Permit
Receive Residence Permit or Rejection letter
Counter:
Receipt and registration of applications
Enter customer initials information in ICS
Create file, allocate file number (manual if no ICS)
Issuance of rejection letter or Residence Permit
Back Office:
Scan documentation in ICS, package
Update ICS using vetting status
Generate case summary in ICS
Prepare batch and filing
DIS:
Conduct vetting in applications
Board Secretary:
Assessment of file using Point Based System tools
Record decisions in ICS
Mini Board:
Review application and make recommendations for
Board
Board:
Supervisor:
Record Board decisions in ICS and notify customers
Printer:
Printing of rejection letters or Permits
Check documents using QA machine
Application payment
Meeting agenda
Outputs: Residence permit
Rejection letter
Page 41 of 147
Stakeholders Public, BPS, DIS
Time to Deliver the Average of 30 working days
Service:
DIS participation
Board sitting
Challenges: Poor record management of data leading to difficulty in
tracking and monitoring of adherence to permit
conditions
2.2.4 Permanent Residence

This process deals with processing and issuance of Permanent Residence status.
Page 42 of 147
Figure Permanent Residence As Is Map
Permanent Residence
Customer
Submit
Collection of Receive permit
permanent
Pay application acknowledgeme or rejection
residence
fee nt & receipt letter
application
Counter Officer
Enter customer
Review Issue Pre -capture in Create paper file
initials Take customer
application using acknowledgeme the system and allocate file
information in finger prints
checklist nt letter number
ICS Issuance of
permanent Generate case
residence summary in ICS
Back Office
Receipt of Scanning of
application & additional
capturing in ICS documents
Distribution
Receipt of
Preparation for application &
vetting update vetting
outcome
Intelligence and
Directorate of
Security
Conduct vetting
of application
Senior Immigration
Sort according
Officer
Assess Make
Record Ministers to approved/ Approve? Y 1
applications recommendation for
the Committee Decision rejected
(approve/reject)
N
Committee
2
Make
recommendation for
the Minister
(approve/reject)
Minister
Make a decision
on applications
20-May-
REVISED Page 1 of 1 Permanent Residence
End 16
Process
Page 43 of 147
Permanent Residence
Customer
Collection of
Receipt of Receipt of
Collection of Permanent
notification notification
rejection letter Residence Card
Counter Officer
Issuance of
Issuance of
Permanent
rejection letter
residence Card
Senior Immigration
Officer
2 Printing of Notify the Notify the

rejection letter customer customer
Production
Printing of
1 Perform Q.A on
Permanent
the card
Residence Card
Distribution
Create batches
& put away
20-May-
REVISED Page 1 of 1 Permanent Residence
End 16
Process
Page 44 of 147
Process Narrative: Permanent Residence Permit Application
Process: Permanent Residence Permit
Counter:
Back Office:
DIS:
Conduct vetting status
Regional Immigration Officer:
Assessment of applications using checklist
Make recommendations and record in ICS
Monthly Board:
Supervisor:
Record Board decision in ICS
Scanning of documents
Printer:
Printing of permits or rejection letter
Check documents using QA machine
Notify customers
Application payment
Meeting agenda
Outputs: Permanent Residence Card
Rejection letter
Page 45 of 147
Stakeholders Public, BPS, DIS
Time to Deliver the unknown
Service:
DIS participation
Ministers decision
Challenges: Lack of mechanism to monitor PR holders dependants.
2.2.5 Citizenship Application - Resumption, Settlement, Minor &

Under 21
This process deals with the processing and granting Botswana citizenship to non-citizen.
Page 46 of 147
Figure Citizenship Application As-Is Map (Resumption, Settlement, Minor & Under 21)
Citizenship Application
Receipt of
Customer
Submit acknowledgeme
Pay application
citizenship nt letter &
fee
application payment receipt
Counter Officer
Enter initial Receipt of Issue

Review payment acknowledgement
customer Take customer
application using letter & receipt
information in ICS finger prints
checklist
Resumption
2 1
Minute for Registration of Resumption,
Capturing &
Back Office
Assessment of citizenship approved/ Settlement,

scanning of
applications officer to assess rejected Minor &
applications Drafting of
the file applications Under 21
settlement/
under 21/Minor
Settlement/Under 21/Minor
certificate
Citizenship Officer
Receipt of applications
& make
recommendations
Make decisions
Minister
on applications
(approve/reject)
31-May-
REVISED Page 1 of 3 Citizenship Application
End 16
Process
Page 47 of 147
Receipt of
Settlement/
Customer
settlement/ 3 Receipt of
Under 21/ Payment Fee
under 21/Minor resumption
Minor
certificate certificate
Settlement
Counter Officer
Issuance of
settlement/ Receipt of Receipt of payment
Put away Put away
under 21/Minor renunciation & issuance of
certificate certificate & oath of resumption
alligiance certificate
Preparation of Drafting of Typing of

Back Office
Typing of 2
renunciation resumption resumption
1 settlement/ letter certificate letter
under 21/Minor
certificate
Citizenship Officer
Authorization of
settlement/ Filing certificate
Authorization of
under 21/Minor awaiting
settlement
certificate renunciation
certificate
certificate
Minister
End REVISED 2-Jun-16 Page 1 of 3 Citizenship Application

Process
Page 48 of 147
Citizenship (Settlement, Resumption, Minor & Under 21)
Customer
Receipt of Receipt of under

Payment Fee renunciation 21 certificate
letter endorsed
Counter Officer
Issue
Take oath of Receipt of Minute for the CO
renunciation Put away
alligiance renunciation indicating that that Issuance of
letter
certificate & oath of applicant is under 21/Minor
alligiance complying certificate
Back Office
4
Citizenship Officer
Authorization of
endosement
Minister
End REVISED 2-Jun-16 Page 1 of 3 Citizenship Application

Process
Page 49 of 147
2.2.6 Citizenship Application Naturalization
Citizenship (Naturalization) Process As-Is Map

Customer
Receipt of
acknowledgement
Submit citizenship
Pay application fee letter & payment
application
receipt
Counter Officer
Enter initial Issue

Review application Take customer Receipt of payment
customer acknowledgement
using checklist finger prints
information in ICS letter & receipt
Back Office
Receipt of
Capturing &
Minute for DIS for applications & Drafting of gazette Prepare history
scanning of
vetting update vetting & send to AGS sheets for board
applications
status
Receipt of
applications
DIS
&Conduct Vetting
Chambers
Attorney
General
Receipt of draft
gazette &
gazettement
Citizenship
Assessment of
Officer
applications, sign
history sheets &
prepare for board
Interview
Board
application & Assessment of

make Investors/employees applications by
recommendatio Board Members
ns
Function
Make decisions on
Foreign spouse applications
(approve/reject)
REVISED 2-Jun-16 Page 1 of 3 Citizenship Application

Page 50 of 147
Receipt of Receipt of Receipt of

Customer
Payment Fee
rejection renunciation Naturalization
letter letter certificate
Counter Officer
Receipt of
Issuance of Issuance of Issuance of
renunciation
rejection renunciation Naturalisation Put away
certificate & oath
letter letter certificate
of alligiance
Prepare
rejection
Back Office
Rejected letter
1 Approved/
rejected
Prepare
renunciation
Approved letter
1-Jun-
LEGEND Start Process Step Decision Next Page End Process 16
Page 51 of 147
2.2.7 Citizenship Application - Presidential Grant 10A
Citizenship (Presidential Grant 10A) Process As-Is Map

Citizenship Presidential 10A
Receipt of 10A
Customer
Submission of Receipt of 10A

citizenship grant forms & Filling 10A form certificate
by the President requirements
Counter Officer
Receipt of the Issuance of 10A Submission of Issuance of 10A

complete 10A Put away
Citizenship grant form & certificate
letter requirements form
Back Office
Opening of file Minute for CO to

Drafting of 10A Typing of 10A
& allocate file authorize 10A
number certificate
Citizenship Officer
Authorization of
10A certificate
31-May-
End 16
Process
Page 52 of 147
2.2.8 Citizenship Application - Presidential Grant 10B
Citizenship (Presidential Grant 10B) Process As-Is Map
Receipt of
Customer
Submit acknowledgeme
Pay application
citizenship nt letter &
fee
application payment receipt
Counter Officer
Enter initial Issue

Review Receipt of
customer Take custom er acknowledgeme
application using payment
information in finger prints nt letter &
checklist
ICS receipt
Receipt of Drafting of 10B

Capturing & Receipt of Approved
Back Office
Minute for DIS applications & certificate

scanning of applications & sort Approved/ 2
for vetting update vetting rejected
applications according to
status
approved/reject
Receipt of
applications
&Conduct
DIS
Vett ing
Citizenship Officer
Assessment &
Rejected
minute for
Office of the
President
Minister
Signing & assess

for Office of the
President
Receipt of
Office of the
Issuance of
President
application & make 1

decision (approved/ rejection letter
rejected)
Function
REVISED 2-Jun-16 Page 1 of 3 Citizenship Application

End
Process
Page 53 of 147
Issuance if
Customer
renunciation Payment Fee Receipt of 10B

Counter Officer
Receipt of
Receipt of
payment & Put away
renunciation
issuance of 10B
certificate & oath of
certificate
alligiance
Receipt of
Back Office
Typing of 1 Rejected applications and

2 Typing of 10B
renunciation put away
certificate
letter
Citizenship Officer
Filing of certificate
Authorization of awaiting
10B certificate renunciation
certificate
31-May-
End 16
Process
Page 54 of 147
Process Narrative: Citizenship Application
Process: Citizenship Application
Delivery: Submission of citizenship application with supporting
documents
Submission of citizenship grant by the President
Issue applicable fee
Receipt of 10A forms and requirements
Filing of 10A form
Submission of 10A forms
Collection of receipt and acknowledgement letter
Issuance of renunciation certificate
Receipts of certificates/citizenship grant
Receipt of rejection letters
Counter:
Receipt of payment
Issuance of acknowledgement letter and receipt
Issuance of rejection letter or citizenship grant/certificates
Put away
Receipt of renunciation certificate and Oath of allegiance
Receipt of citizenship grant letter (Presidential 10A)
Issuance of forms and requirements

Back Office:
Opening and allocating file number
Capturing and scanning of documents in ICS, package
Minute for Citizenship Officer to assess the application
Sorting according to type (approved/rejected)
Registration of approved/rejected application
Drafting of certificate
Prepare rejection letter
Minute for DIS for vetting
Minute for Citizenship Officer to authorise 10A certificate
Page 55 of 147
Drafting of gazette and send to AGC
Prepare history sheet for Board
Preparation of renunciation letter
Citizen officer:
Receipt of applications and make recommendations
Assessment of applications, sign history sheets and
prepare for Board
Authorization of certificates
Filing of certificate awaiting renunciation letters
Authorize endorsement
Board:
Call applicants for interviews
Conduct interviews and make recommendations
Assessment of applications by Board members
DIS:
Attorney General Chambers:
Receipt of drafted gazette
Gazettement
Minister:
Make decisions on applications (approve/rejects)
Signing and assess for the Office of the President
Office of the President:
Receipt of applications and make recommendations
(approved/rejected)
Issuance of certificate or rejection letter
Application payment
Meeting agenda
Outputs: Citizenship granted
Rejection letter
Stakeholders Public, BPS, DIS, CRB
Time to Deliver the Depend on the nature of the application.
Service:
Page 56 of 147
Critical Success Complete applications
Factors (CSFs): Application Fee
DIS outcome
Committee recommendations
Ministers decision
President decision
Challenges: Manual process result in;
Poor record management of information leading to
difficulty in tracking and monitoring of adherence to
permit conditions.
No mechanism to notify minors with dual citizenship
Poor information sharing with relevant stakeholders.
2.2.9 Border Control
Facilitation of movement of persons in and out of the country.
Page 57 of 147
Figure Border Control Process As-Is Map
Border Control Process

Customer
Fill the form & issue

Receipt of
Star to immigration Receipt of
arrival/departure
t officer along with passport
form
the passport
Request the
Ask numbers of
Enter customer Verify Request Visitor/ address of the
Immigration Officer
Scan & Verify days required by Issuance of days

initials & update customer at information from Resident place to be Endorse stamp on
the documents Visitor the customer
in the system interPol Not flgged the customer visited the passport &
Resident issue customer
with a pasport
Indicate by Request the
Request address
mentioning the customer to wait
and plot number
flagged cause & notify BPS
BPS
Arrest
30-May-
End 16
Process
FILENAME Drawing19
Page 58 of 147
Process Narrative: Border Control
Process: Border Control
Key Roles in Service Customers:
Delivery: Receipt of arrival/departure form
Fill the form and issue to immigration officer along with
the passport
Receipt of passport
Immigration Officer:
Scan and verify the documents
Enter customer initial and update in the system
Verify customer at interPol (flagging/not flagging)
Request information from the customer
Request the address to be visited
Ask numbers of days required
Issue days
Endorse stamp on the passport and issue passport to the
customer
Botswana Police Service:
Arrest flagged customers
Submission of applications
Counter:
Back Office:
DIS:
Valid Travel Document
Page 59 of 147
Outputs: Valid Travel Document
Customers: Migrants
Stakeholders Public, BPS
Systems: Passport and Border Control System (PBCS)
Volume: 100 000 per quarter
Time to Deliver the 5 minutes
Service:
Factors (CSFs): Valid Travel Document
Challenges: Does not capture biometrics (fingerprints & facials)
2.2.10 Passport and Emergency Travel Document

Processing and issuance of Travel Documents (Passports and Emergency Travel
Documents).
Page 60 of 147
Figure Passport and Emergency Travel Document Process As-Is Map
APPLICATION OF PASSPORT & EMERGENCY TRAVEL DOCUMENT
Star Submission of Receipt of

Customer
t application form Collection of the passport/

Payment receipt emergency
travel document End
Customer takes Receipt of Direct Capturing Issuance of

Receipt and
Counter
Oath & then payment & Issuance of (taking a photo passport/

Checking of emergency
Date Stamp the allocate file receipt of a customer)
Application travel document
Application number & fingerprints
Back Office
Data Capturing
& Validation
Senior Immigration
If rejected
Office
End Approved/
Rejection
If not Ok If approved
Production Office
Printing of
Dispatch to Quality
Passport/ Order
relevant If ok Assurance
Emergency Generation
offices Checking
travel Document
Omang Office
Verification of Verification of
Application in Application in
NIS (stop list NIS (stop list
check 2) check 1)
If Gaborone
If districts
Store Room (printed
Receipts of
passports)
Passports &
Filling awaiting
Emergency
collection
Travel
Documents
Districts Ofiice
Receipts of
Passports & Filling awaiting
Emergency Travel collection
Documents
30-May-
REVISED Page 1 of 2 Residence Permit Application Only
End 16
Process
Page 61 of 147
Process Narratives: Passport
Process: Passport and Emergency Travel Document
Key Roles in Service Customers:
Delivery: Submission of application form
Issue payment fee
Collection of receipt
Receipt of passport/emergency travel document
Counter:
Receipt and checking of application
Receipt of payment and allocate fie number
Issuance of receipt
Direct capturing (taking a photo of the customer ) and
fingerprinting
Issuance of passport/emergency travel document
Back Office:
Data capturing and validation
Senior Immigration Officer:
Production Office:
Order generation
Printing of passport/emergency travel document
Quality Assurance checking
Dispatch to relevant offices
Omang Office:
Verification of application in National Identity System
(stop list 1 & 2)
Store Room:
Receipt of passport and emergency travel documents
Filing awaiting collection
Application Fee
NIS validation
Outputs: Passport/ETD
Stakeholders Public, CNR
Systems: Passport and Border Control System (PBCS)
Page 62 of 147
Service:
Factors (CSFs): Application Fee
NIS outcome
Senior Immigration Officer Decision (approve/reject)
Challenges: NIS non functionality affect verification process
2.2.11 Repatriation
Removal of undesirable persons.
Page 63 of 147
Figure Repatriation Process As-Is Map
Repatriation Process
DIC & Stakeholders
Inspection of Arrival at
businesses/ RAID Businesses/ streets
DIC & Labour
If valid
Issuance of
Provision of
Checking of permits Notify embassies to emergency travel Purchasing of pg1
If government transport to
& verification of Valid/not valid Valid documents identify their documents for non tickets
repatriate
stay citizens citizens
If not valid
Detention of police If documents

BPS
Warrant of
cells//center for No embassy
detention If illegal immigrant
illegal immigrants
Embassy
Issuance of
Checking of
Identification of emergency travel
travellingdocum
citizens documents to their
ents
citizens
If no documets
Immigrant
Illegal
Buy tickets Departure Pg 2
REVISED 30-May-16 Page 3 of 3 Citizenship Application

FILENAME Drawing47
Page 64 of 147
Repatriation Process
Repatriation of PI by
Hand PI to authorities
pg1 immigration officer
and issue them with
DIC & Labour
with acceptance
acceptance form to sign
form
Update on the
Confirm with airport Update on the Receipt of Return to duty
Pg 2 system that PI is Prepare a report Filing of the report
that the PI has system that PI is Prepare a report Filing of the report acceptance form station
repatriated
arrived repatriated
Authorizing
Receipt of PI and Issue immigration

Officer
append signature officer with

on the acceptance authorized
form acceptance form
REVISED 30-May-16 Page 3 of 3 Citizenship Application
FILENAME Drawing49
Page 65 of 147
Process Narrative: Repatriation
Process: Repatriation
Key Roles in Service DIC and Stakeholder:
Delivery: Inspection of businesses or RAID
Arrival at businesses or streets
Department of Immigration & Citizenship:
Checking of permits and verification of stay
Notify embassies to identify their citizens
Issuance of emergency travel documents for non-citizens
Purchasing of tickets
Provision of transport
Repatriation of PI by immigration officer with acceptance
form
Hand PI to authorities and issue them with acceptance
form to sign
Receipt of acceptance form
Return to duty station
Confirming with airport that PI has arrived
Update on the system that the PI is repatriated
Prepare a report
Filing of the report
Botswana Police Service:
Warrant of detention
Detention at police cells/centre of illegal immigrants
Embassy:
Identification of citizens
Checking of travelling documents
If no documents issuance of emergency travelling
documents to their citizens
Illegal Immigrant:
Buying of tickets
Departure
Authorizing Officer:
Receipt of PI and appending signature on the acceptance
form
Issue immigration officer with signed acceptance form
Triggers: Non-compliance to Immigration Laws
Inputs: Immigration Act and Employment Act
Outputs: Charge sheet

Deportation
Page 66 of 147
Acceptance form
Customers: Illegal Immigrants

Stakeholders Public, BPS, DIS, Ministry of Investment, Trade and Industry.
Service:
Critical Success Business inspection
Factors (CSFs): Raids
Botswana Police Service warrant to search and arrest
Repatriation
Challenges:
permit conditions.
The centre for Illegal Immigrants is not connected with
ICS.
2.2.12 Cancelation of permits
Revoking of permits.
Page 67 of 147
Figure Cancelation of permits Process As-Is Map
Cancelation of permit process

Customer
Submission of a Receipt of
request notification
Counter Officer
Receipt &
Registration of
cancelled permit
Back Office
Capturing &
Receipt of
scanning of
application
documents
Senior Immigration
Notify the customer Receipt of

Recommendatio & let the customer applications & Print notification Notify the
Officer
scan Ministers letter Issue wind

n (Level 1) come to give reasons customer accepted Buy ticket Departure
decision up
Recommendatio
DIC
n (Level 2) Show cause
If approved If not accepted
Approve/
Minister
Make decisions Application Reinstate the

show cause
on applications Reconsideration permit
why
31-May-
REVISED Page 1 of 1 Cancelation of permits
End 16
Process
Page 68 of 147
Process Narrative: Cancellation of Permits
Process: Cancellation of Permits
Delivery: Submission of a request
Receipt of notification
Departure
Counter:
Receipt and registration of cancelation of permits
Back Office:
Receipt of application
Capturing and scanning of documents
Notify the customer to come and give reasons
Receipt of applications and scan Ministers decision
Print notification letter
Notify the customer
Issue wind up
Buy tickets
Department of immigration and Citizenship:
Minister:
Application reconsideration
Reinstate the permit
Triggers: A letter of request
Inspection Report on violation of permits conditions
Inputs: Letter of request
Inspection Report on violation of permits conditions
Outputs: Cancelled permit
Rejection letter
Stakeholders Public
Service:
Page 69 of 147
Critical Success Request letter
Factors (CSFs): Proof of violation of Permit conditions
Director and DPS recommendations
Ministers decision
Challenges:
permit conditions.
2.2.13 Deportation
Removal of prohibited immigrants.
Page 70 of 147
Figure Deportation Process As-Is Map
Deportation Process
DIC & Stakeholders
Notify the customer

Receipt of Order that he/she has
been declared a PI
DIC & Labour
Capturing of Purchasing of
fingerprints tickets Issuance of warrant Update that PI is
Y Provision of Confirmation of
of detention and deported in the Prepare a report Filing of the report
Capture customer If government transport (road/air) departure
transport customers register
details in the system If dependants
Recommend for to prison
(ICS)
declaration of Notify the customer
undesirable (DIC)
N
Director
Serves the
recommendation to
declare PI
If PI
Minister
Review and declare

undesirable
Immigrant
Illegal
Buy tickets Departure
REVISED 30-May-16 Page 3 of 3 Deportation Process

Page 71 of 147
Process Narrative: Deportation
Process: Deportation Prohibited Immigrant (PI)
Key Roles in Service Department of Immigration and Citizenship and
Delivery: Stakeholder:
Receipt of order
Notify the customer that he/she has been declared a PI
Department of Immigration and Citizenship:
Capture customer details in the system (ICS)
Capturing of fingerprints
Recommend for declaration of undesirable (DIC)
Notify the customer
Purchasing of tickets
Issuance of warrant of detention and transport PI to
prison
Provision of transport (road/air)
Confirmation of the departure
Update in the register that the PI has been deported
Prepare a report
Filing of the report
Director:
Serves recommendations to the Minister to declare PI
Minister:
Review and declare undesirable
Prohibited Immigrant:
Buy tickets
Departure
Inputs: Order of arresting a PI
Outputs: Deported PI
Customers: Illegal Immigrant
Stakeholders Government stakeholders
Volume: 1 per month
Time to Deliver the
Service:
Page 72 of 147
Critical Success Ministers decision
Factors (CSFs): Directors decision
Challenges: The processes is semi-automated

It is not interfaced with AFIS and Prisons.
Page 73 of 147
2.2.14 Appeal (Work and Residence Permit) Application
Appealing the board decision.
Page 74 of 147
Figure Appeal (Work and Residence Permit) Application As-Is Map
Appeal (Work and Residence Permit Application)
Submit work Receipt of

Customer
permit acknowledgement
Pays appeal fee
application & letter & receipt
appeal letter
Issuance of
Receipt of
Counter
receipt &
application &
acknowledgeme
appeal letter
nt letter
District Office
Preparation for
Dispatch to Head
dispatch at Head
Quaters
Quarters
Head Quarters (office 29)
Sort applications Register Registration for Dispatch to

Receipt of
according to applications in assessment in office 26 for
applications for
regions incoming registers assessment assessment with
appeals
(regions) register register
Receipt of Assessment of
Labour Officers
Immigration &
(office 26)
applications with applications (folio 1

register & sign numbering, reading
against the register appealing letter)
1 of 3
End
Process
Page 75 of 147

Labour Officers
Im migration &
Email the Agenda to Presentation of

(office 26)
Make Write full

Sort according Committee applications to Return to office
Pg 2 recommendation names, date of Typing of the Printing of the
to categories members & setting the Committee for follow ups
s for the assessment and Agenda Agenda
and regions officers
Committee endorse stamp
Deferred
Study the Make

Agenda &
Committee
Receipt of the Agenda, recommendat

conflict of interest forms declare the ion to the
and action sheet from interest Minister Append signature on
officers (approve/ the approved &
reject/defer) rejected applications
Approved / rejected
Pg
2
Make final
Minister
Receipt of decision
applications (approve/
reject)
1 of 3
End
Process
Page 76 of 147

Printing
Printing of Permits/
3
Rejection letters
Registration of Dispatch
Districts
Receipt of
applications in application to
application via EMS
incoming register printing office
Gaborone Regions
Collection of Registration of Dispatch

applications in application in application to
Head Quaters incoming register printing office
Senior Immigration Officer
If outstations
Receipt of
applications to
append
signature
Immigration Officers
Dispatch Recommendation Dispatch Receipt of

Registration of Recommendation Collection of signed
applications Level 1 (uploading applications for approved &
If Gaborone outgoing applications Level 2 (uploading application from
to relevant committee signature by senior rejected
according to regions Ministers decision) senior officer
regions decision) officer applications
Receipt of
Typing Pool
Typing of
applications and
permits or
sign against the
rejection letter Not ok
register
Allocate of
permit
New
Labour Assistant
Sort applications Register numbers

Receipt of Sort
applications according to applications in Dispatch to typing Receipt of permits Dispatch
application Verification of Allocate photos &
approved/ the registration pool with register & rejection letters applications of
according to permits & endorse date
rejected books to type permits or & sign against the approvals &
type rejection stamp on the
rejection letter register rejections for
letters permits
Pg Renewals signature
2
1 of 3
End
Process
Page 77 of 147
Appeal (Work & Residence Permit Application)

Customer
Receipt of permits/
rejection letters
against the register
Receipt of
Counter
1 Issuance of
Permits/
Permits
rejection letter
1 of 3
End
Process
Page 78 of 147
Process Narrative: Appeal (Work & Residence Permit)
Process: Appeal
Delivery: Submission of work & residence application along with
appeal letter
Issue payment fee
Receipt of acknowledgement letter
Receipt of rejection letter or permit
Counter:
Receipt of application and appeal letter
Issuance of acknowledgement and receipt
Receipt of permits and rejection letters
Issuance of permits or permits
District Office:
Preparation to dispatch to Head Quarters
Dispatch to Head Quarters
Receipt of applications from Head Quarters via EMS
Registration of applications in incoming mail register
Dispatch applications to printing office
Head Quarters:
Receipt of applications from districts
Sort applications according to regions
Register applications in incoming register according to
regions
Registration for assessment in assessment register
Dispatch applications for assessment
Immigration Officers:
Receipt of applications with the register and sign them
against the register
Make recommendations for the committee
Write full names, date of assessment and endorse stamp
Sort according to categories and regions
Typing of Agenda
Email the Agenda to committee members and setting
officers
Printing of Agenda
Presentations of applications to the committee
Return to office for follow ups
Committee:
Page 79 of 147
Receipt of Agenda, conflict of interest forms and action
sheet
Study the Agenda and declare interests
Make recommendations on applications to the Minister
Append signature on the approved and rejected
applications
Minister:
Receipt of applications and make decisions
(approve/rejects)
Immgration Officer:
Receipt of applications from the Minister
Sort applications according to approved or rejected
Register applications in registration book
Sort according to type (new/renewals)
Allocate permit numbers
Dispatch to typing pool with register to type permits or
rejection letters
Receipt of permits and rejection letters and sign against
the register
Verification of permits and rejection letters
Allocate photo and endorse stamp on permits
Dispatch application of approvals and rejections for
signature
Typing Pool:
Receipt of applications and sign against the register
Typing of work permits and rejection letters
Printing:
Printing of residence permit
Immigration Officers:
Receipt of approved and rejected applications
Dispatch applications to senior officer for signature
Collection of signed applications from senior officer
Recommendation (level 1) uploading committee
recommendations
Recommendation (level 2) uploading Board decision
Registration of applications on outgoing registration
Dispatch applications to relevant offices
Senior immigration officer:
Receipt of applications and append signature
Triggers: Complete application
Appeal letter
Page 80 of 147
Outputs: Work & Residence permits
Rejection letters
Stakeholders Public
Service:
Critical Success Appeal letter
Factors (CSFs): Committees decision
Ministers decision
Challenges:
permit conditions.
2.2.15 Immigration Consultants
Registration of persons conduction immigration services on behalf of clients.
Page 81 of 147
Figure Immigration Consultants Process As-Is Map
Immigration Consultants
Submission of
Customer
application with Pay application Collection of Receipt of Receipt of

supporting fee receipt rejection letter certificate
documents
Counter Officer
Review Enter customer

application using If exit/not Not exist details in the Issue receipt
checklist system
Receipt of
DIS
applications &
conduct Vetting
Create ID Receipt of vetted Dispatch Issuance of

Back Office
Minute for DIS documents & Issuance of

exist number in the Assessment of application to rejection letter
to conduct update vetting A certificate to the
system applications Board to make to the
Vetting status in the consultant
decisions consultant
system
Make decision
on applications
(approve/
Board
rejects)
Failed
Receipt of Printing of Check QA of

Senior Office
Approved
applications & Approved / Certificate certificate
update Board Rejected
decisions Printing of A
rejection letter
Rejected
REVISED 2-Jun-16 Page 1 of 2 Immigration Consultants

End
Process
Page 82 of 147
Process Narrative: Immigration Consultants
Process: Immigration Consultants
Delivery: Submission of application with supporting documents
Issue payment fee
Collection of rejection letters or certificates
Counter:
Enter customer details in the system
Issue receipt
Issue rejection letters or certificate
Back Office:
Create ID number in the system
Minute for DIS to conduct vetting
Receipt of vetted documents & update vetting status in
the system
Dispatch applications to Board to make decisions
Directorate Of Intelligence Security:
Receipt of applications & conduct vetting status
Committee:
Receipt of applications & update Board decision
Printing of certificate & rejection letters
Perform QA on certificates
Triggers: Complete application
Outputs: Certificate
Rejection letter
Stakeholders Public , Directorate Of Intelligence Security (DIS)
Systems: System
Service:
Page 83 of 147
Critical Success Senior Officer decision
Factors (CSFs):
Challenges:
permit conditions.
2.2.16 Extension of Days (Beyond 90 Days)
Request to stay longer in the country.
Page 84 of 147
Figure Extension of Days (Beyond 90 Days) Process As-Is Map
Extension of Days
Submission of
Customer
application with Receipt of

Receipt of Submission of Receipt of
supporting Receipt of rejection Departure
notification passport rejection le tter
documents passport notification
Counter Officer
Revie w
Receipt of Issuance of Issuance of
application using
passport passport rejection le tter
checklist
Issuance of Affixing sticker

Back Office
sticker on the passport

Enter customer
details in the
system Preparation of
response letter
Senior Immigra tion
Approve/
Office r
Approved
Reject
Rejected
REVISED 6-Jun-16 Page 1of 1 Extension of Days

End
Process
Page 85 of 147
Process Narrative: Extension of Days (Beyond 90 Days)
Process: Extension of Days (Beyond 90 Days)
Receipt of notification
Submission of passport
Receipt of passport with sticker or rejection letter
Counter:
Review applications using checklist
Receipt of passport
Issuance of passport affixed with extension of days
sticker
Back Office:
Issuance of sticker
Preparation of responses or rejection letters
Affix passports with stickers
Senior officer decision
Outputs: Extension of days sticker
Rejection letter
Stakeholders Public
Service:
Factors (CSFs): Senior officer decision
Page 86 of 147
2.2.17 Visitors Permit (waiver)
Granting of temporary stay in the country.
Page 87 of 147
Figure Visitors Permit (waiver) Process As-Is Map
Waiver
Submission of
Customer
application with
Receipt of Receipt of
supporting
waiver rejection letter
documents
Counter Officer
Review
Issuance of Issuance of
application using
waiver rejection letter
checklist
Back Office
Enter customer
Preparation of
details in the
waiver Preparation of
system
rejection letter
Senior Immigration
Receipt of
Officer
Approve/
applications and Approved
Reject
assess
Rejected
REVISED 6-Jun-16 Page 1of 1 Waiver

End
Process
Page 88 of 147
Process Narrative: Visitors Permit (Waiver)
Process: Visitors Permit
Submission of passport
Receipt of waiver or rejection letter
Counter:
Review applications using checklist
Issuance of waiver
Back Office:
Preparation of waiver and rejection letter
Senior officer decision
Outputs: Waiver(visitors permit)
Rejection letter
Stakeholders Public
Volume: 1000
Service:
Factors (CSFs): Senior officer decision
Page 89 of 147
2.3 Current I.T Systems Used
2.3.1 National Identity System (NIS)

Produces and issues National Identity Card (Omang) to citizen.
The National Identification System (NIS) is made up of Automated Biometric Identification

System (ABIS) and Card Production System (CPS).
Auto Finger Biometric System (ABIS)

ABIS is used for storing and authenticating fingerprints during Omang and
Passport issuance to ascertain the citizenship of applicants. Without this system,
Omang cards and passports cannot be issued. It is interfaced with CPS.
PLEASE NOTE THAT THIS SYSTEM IS NOT BEING REPLACED AND THE
PROPOSED SOLUTION SHALL USE THIS ABIS.
CPS
Card Production System is used to register citizens and produce National Identity
Cards (Omang) after authenticating with ABIS.
2.3.2 Birth & Death Registration System (BDRS)

Births and Deaths Registration System (BDRS) registers births and death and issues the
respective certificates on-site. It has two major modules being
2.3.3 Immigration & Citizenship System (ICS)

Immigration and Citizenship System (ICS) manages migration of foreigners and issuance
of Visa, citizenship and investigations. Failure of this system will result in not being able
to issue immigration permits and visas.
2.3.4 Passport & Border Control System (PBCS)

Passport and Border Control System (PBCS) is made up of Passport Personalization
System (PPS) and Border Control System (BCS). PPS prints passport booklets and BCS
manages border movement.
All four systems will be replaced by the new Integrated System.
Page 90 of 147
3. Requirements Catalogue Entry
This section contains a full description of the functional and non- functional requirements
for the Integrated System. This is the initial specification of the requirements and some
areas may require additional investigation and revision during the design and
development phase. Furthermore, there is need for Departments to provide detailed
business rules such as for verification and validation of business processes.
The following tables discuss the contents of the catalogue:
Page 91 of 147
3.1 Operational Requirements
Enrolment
Requirement ID OR01 Requirement Priority High

Category Operational Requirements
Business Requirement Registration of Civil Applications
Functional Requirement Decentralized real time capture of application
Requirement Description Provision to register (populate data of) all incoming
applications automatically in the systems database
Non-Functional The system should allow capture of applicant
Requirements information.
o Alphanumeric
o Fingerprints
o Photo
Linking of applicants to create family tree
(genealogy)
System should check application completeness
(mandatory fields should be defined)
Validation of entries e.g. date of birth
Allow choice from the list of;
o place of birth
o Type of application (e.g. Omang, Birth)
o New/ Renewal/ Replacement
Generate registration number for tracking
application, it will be different from the document
and unique number
Validates against existing information i.e current
systems.
Benefits Reduced duplication of efforts
Enhanced data capture and storage
Improved data management
Improved decision making
Improved efficiencies in processes resulting in
improved client service.
Reference to Process All Civil Processes
Page 92 of 147
Enrolment

Business Requirement Registration of Immigration Applications
Requirement Description Provision to register all incoming applications in the
systems database.
Non-Functional The system should allow capture of applicant
Requirements information.
o Alphanumeric
o Fingerprints
o Photo
(See forms for details)
Validation of entries e.g. dates of birth, Passport
number)
o Type of application (e.g. Permits, Visa)
and unique number.
systems.
Reference to Process Registration of Permits
Application of Visa
Registration of Citizenship
Registration of Travel Documents ( Passport)
Registration of Immigration Consultants
Page 93 of 147
Enrolment

Business Requirement Registration of Passport Applications
Requirement Description Provision to register all incoming applications in the
systems database.
Non-Functional
Requirements The system should allow capture of applicant
information.
o Alphanumeric
o Fingerprints
o Photo
(See forms for details)
number)
o Type of passport (Official, Diplomatic and
National)
and unique number.
systems. (Check if the applicant is a citizen)
Validate fingerprints with ABIS (check if applicant
is a citizen)
Reference to Process Registration of Travel Documents (Passport)
Page 94 of 147
Enrolment

Business Requirement Border Management
Functional Requirement Decentralized real time capture of persons across
the border
Requirement Description Provision to record all persons crossing the border in the
systems database.
Non-Functional The system should allow capture of information of
Requirements everyone crossing the border.
o Alphanumeric
o Fingerprints
o Photo
o Date and time
System should check completeness of information
entered (mandatory fields should be defined)
number)
Record movement across the border (Record
everyone passing through the border)
systems. eg VISA, Passport
Validate fingerprints with ABIS (check if applicant
is a citizen)
Check against Interpol watch list
Reference to Process Registration of Permits
Application of Visa
Registration of Citizenship
Registration of Travel Documents ( Passport)
Registration of Immigration Consultants
Page 95 of 147
Enrolment

Category Operational Requirement
Business Requirement Registration of Divorce Notifications

Functional Requirement Provision to receive and register all incoming
notifications from Case Management System
( Administration of Justice)
Requirement Description Receive divorce notifications from Case Management
System. Link with Administration of Justice on
registration of divorces.
Non-Functional Check completeness of application
Requirements Validate and check for duplicates
Interface with Case Management System
Define values to be received (name, ID number,
details of the marriage, date of divorce, reason of
divorce)
and unique number.
Validates against existing information (i.e.
current, other system and manual).
Link received information to existing marriage
record and update the record automatically
Benefits Convenience to the applicant
Reduced duplication
Improved decision making.
Improved data management.
Improved client satisfaction
Reference to Process Registration of Marriages
Page 96 of 147
Enrolment

Business Requirement Registration of Applications
Functional Requirement Edit/ Update existing application
Requirement Description Provision to update/ edit existing records in the systems
database.
Non-Functional The system should have a screen to update
Requirements applicant information.
o Alphanumeric
o Fingerprints
o Photo
Validation of entries e.g. date of birth
o place of birth
o Type of application (e.g. Omang
Marriages)
and unique number
Validates against existing information (i.e.
current, other system and manual)
Link change/ request to existing information/
profile
Reference to Process All Processes
Page 97 of 147
Enrolment

Functional Requirement Produce acknowledgment letter and receipt for

the applicant.
Requirement Description Provision to notify the applicant that the application have
been received
Provision to produce the necessary official notices
required as a result of the outcome of the decision
making process
Non-Functional Produce
Requirements o Letter
o SMS
o Email
Include payment details (receipt of payment)
Ability to produce duplicates of acknowledgement
Benefits Improved customer service
Reduced duplication
Streamlined administrative process
Reference to Process All processes
Page 98 of 147
Enrolment
Functional Requirement Scanning of documents
Requirement Description Provision to scan and store physical documents such as
forms and other supporting
Non-Functional The system should allow for the storage of
Requirements electronic documents at defined points in the
workflow.
The system should allow for these documents to
be assigned to specific applicant file numbers and
the ability to be retrieved by authorized users
Benefits Reduction in paper files

Reduction in filing time
Page 99 of 147
Enrolment
Functional Requirement Application completeness check
Requirement Description Provision to automatically check for completion of
application including all forms and fields
Non-Functional Automatic validation of critical (mandatory) fields
Requirements during form capture with real time error
messages sent to the user while completing the
application
Benefits Streamlined administrative process

Increased speed in processing applications
Page 100 of 147

Enrolment

Functional Requirement Automatic Verification of the requirements by the

system (Checklist)
Requirement Description Automatically validate all applicant information against
certain business rules.
Non-Functional (Departments to provide requirements for each
Requirements application)
Payment receipt for late registration
Letter of authority for VISA on arrival (to be
further defined)
Valid permit for Permanent residence
Valid travel document
Automatic validation of critical (mandatory) fields
during form capture with real time error
messages sent to the user while filling the
application.
System should have the ability for administrator
to create new business rules each process or set
system wide business rules.
Once the applicant submits the application, the
system should automatically validate the
application, based on configurable business rules,
for errors/omissions and incorrect data.
Ability to confirm that application prerequisites
have been met, before allowing an application to
continue. For example: that residence and/or
work permit is in place before applying for a
permanent residence.
Ability to perform a background check in the
system in order to verify the status of the
application (i.e. declaration orders, warrants etc.)
Ability for administrator to create business rules
for each process or set system wide business
rules.
Ability to update business rules to reflect change
in legislation that impacts eligibility of applicant/s
to apply.
Page 101 of 147

Ability to detect fraudulent activity such as
having multiple applications in the system the
system
Benefits Ensure that only complete applications are
available for further processing.
Staff are able to easily validate application
information via linked systems
Improved security
Improved accuracy
Page 102 of 147

Enrolment
Business Requirement
Biometrics Recognition
Functional Requirement Real time capture of biometric details
(fingerprints and facial recognition)
Requirement Description Provision to capture biometric data, including
fingerprints, applicants signatures, facial photographs
Non-Functional At the point of service (in-person/counter
Requirements service), the system should be able to connect
with external peripherals (such as fingerprint
scanner, signature tablet, eye scanner, if required
by the Ministry) to capture an applicants
biometric information.
System should store biometric data including
fingerprints, applicants signature and facial
photograph for identification purposes. This
should be stored in the Ministrys existing ABIS
Check quality of pictures and fingerprints.
Validates with ABIS for fingerprints and facial
Link to owners application
Benefits Improved data management

Improved fraud detection.
Faster mechanism to identify client
Reference to Process All Immigration and Civil Processes
Page 103 of 147

Revenue Management
Functional Requirement Fee collection
Requirement Description Provision to allow applicant to process payment using
the method of their choice through the system.
Non-Functional System to allow for recording of payments and
Requirements should be interface with GABS for banking.
System to allow for online (through public portal)
payment
Fee waiver: system should support waiving an
applicants fee at the discretion of a supervisor or
if required by law (i.e. certain government
services do not require payment of fee)
System should produce an electronic receipt.
System should link with GABS to update and
indicate payment has been received (automatic
reconciliation).
Should support different methods of payment
o Point of Sale (POS)
o Cash payments
Benefits Improved client service

Reduce queuing time
Improved revenue management
Cost recovery
Page 104 of 147

Revenue Management
Functional Requirement Automatic calculation and determination of
applicable service fees
Requirement Description Provision for automatic calculation of service
Non-Functional System should calculate amount to be paid
Requirements depending on the type of service and applicable
business rules.
Fee waiver: system should support waiving an
applicants fee at the discretion of a supervisor or
if required by law (i.e. certain government services
do not require payment of fee)
Authorized personnel to edit and update applicable
business rules and fees on changes of legislation
Benefits Improved revenue management

Time management
Improved service delivery
Page 105 of 147

Revenue Management

Functional Requirement Produce a proof for payment.

Requirement Description System should be able to produce electronic receipts and
link with GABS to update and indicate that payment has
been received
Non-Functional Generate receipt
Requirements
Benefits Improved service delivery
Improved revenue management
Page 106 of 147

Processing Module
Functional Requirement Workflow management
Requirement Description The provision for the set-up, performance and
monitoring of a defined sequence of tasks, arranged as a
workflow.
Non-Functional The system should adhere to defined business
Requirements rules.
The system should recognize different authorized
users and automatically assign tasks.
The system should automatically progress and
track a file as it moves to the next stage in the
process, and once all prerequisites in the current
stage have been met.
The system should identify applications that
require a Committee/Board review.
System should support flagging an application by
an officer for follow up, investigation or
prioritization.
System administrator must be allowed to update
members as required
Managing Meetings (where applicable).
System to identify when enough applications are
ready for Peer/ Board/ Committee/ Directorate
review.
System to notify staff if in person meeting is
required.
System to schedule meeting for both online or in
person forums.
Benefits Improved wait times for clients

Improved process efficiencies for staff
Provides control to officers/supervisors to review
certain applications Reduction in fraud
Page 107 of 147

Processing Module

Functional Requirement Online decision-making (Recommendation and

approval).
Requirement Description Provision for the system to allow committee members to
review applications online and provide
recommendations
Non-Functional Notify senior official and committee/board
Requirements members that application is ready for
review/assessment.
Input decision in the system
System should compile individual decisions into
one final decision
Benefits Improves customer satisfaction
Reduced duplication
Data integrity
Improved transparency.
Speed up decision making process
Comments It is to be only made available for members of the
committee or board and senior officials.
Page 108 of 147

Processing Module
Functional Requirement File review and submission of vote
Requirement Description Provision for the system to enable committee members
to review a file online, evaluate the file and provide
recommendations
Non-Functional Track number of applications for review and
Requirements identify need for committee to meet in person vs.
vote online
Build standardized assessment criteria against
which staff/Board/Committee/Supervisor can
evaluate and score an application.
Tabulate results from each committee member
and provide an overall score
Provide a recommendation for approval or
rejection
Benefits Improved ability to flag information for decisions

that speeds up the process for both staff and
applicants
Speeds up the approval process
Improves customer satisfaction
Page 109 of 147

Processing Module
Functional Requirement Investigation of all transactions

Requirement Description Provision of investigation to all applications that do not
comply to the requirements
Non-Functional Allow the investigation officer to have access to
Requirements all modules when conducting investigations
If there is non-compliance, the system should
trigger for cancellation/flagging of permits
Benefits Improved transparency
Reduction in fraud
Page 110 of 147

Processing Module
Functional Requirement Investigation and Deportation of Prohibited
Immigrants
Requirement Description Facility to capture, validate and share information of
identified immigrant for possible deportation
Non-Functional Submit a request to OP for a declaration order
Requirements for an identified immigrant.
Must be able to receive the approved declaration
order from OP.
Must have the ability to place a notification/flag
in the system all offices must have access to
approved orders in the system.
Ability to assign officer's to a case.
Ability to have prohibited immigrant's missing
details captured and updated in the system
Benefits Improved ability to detect security and/or

fraudulent issues with an immigrant
Reference to Process Immigration Processes
Page 111 of 147

Processing Module
Functional Requirement Flagging an application
Requirement Description Provision to flag an application in the system for further
checks
Non-Functional System should support flagging an application by
Requirements an officer for investigation
Benefits Provides control to officers/supervisors to review

certain applications
Reduction in fraud
Page 112 of 147

Processing Module

Functional Requirement Online vetting of applications by Directorate of

Intelligent Services (DIS) and Botswana Police
Services (BPS) in ABIS.
Requirement Description Provision of online security vetting of all application in
ABIS
Non-Functional Generate report of ABIS Check
Requirements Send vetting report
Benefits Enhance National Security
Data Management
Data integrity
Reference to Process Application of national Identity Card
Application of Permits
Application of Visa
Application of Travel Documents
Application of Citizenship
Border Control Management
Page 113 of 147

Processing Module

Functional Requirement Tracking mechanism for expiring documents for

identification and/or flag
Requirement Description Provision of a platform to identify and flag expiring
documents.
Non-Functional Generate notification to the User
Requirements Generate notification to the customer
Benefits Compliance Management
Improved Data Management
Improved Decision making
Page 114 of 147

Document Module

Functional Requirement Issuance of Machine Readable Permit/Card

Requirement Description Provision to issue electronic Machine Readable
Permits/Card with security features.
Non-Functional Documents should have security features in
Requirements accordance with International Civil Authority
Organization (ICAO) and ISO.
Link the unique Identity Number with the
document number
Encode information from the application into the
document.
To incorporate conditions of permits in the
permits
On collection, link the applicants Biometrics with
those in the application real time
Benefits Integrity of security documents
Management of Data
Reduction of duplication
Reference to Process Issuance of Permits
Issuance of Card
Documents Module

Functional Requirement Production of electronic ID cards and electronic

travel documents (ePassport and ETD) and VISA
Stickers
Requirement Description Provision to produce e-IDs and electronic travel
documents as a result of positive outcome of the
decision making process
Non-Functional Documents should have security features in
Requirements accordance with International Civil Authority
Organization (ICAO) and ISO.
Centralized printing
Page 115 of 147

Print duplicates
Benefits Improved integrity of security document
Reduced duplication
Improved Data integrity.
Reference to Process Application of national ID card
Travel document
Documents Module

Functional Requirement Production of certificates and permits

Requirement Description Provision to produce certificates as a result of positive
outcome of the decision making process (Marriage,
Change of name, Birth, Death)
Non-Functional Decentralized printing
Requirements o Ability to print the permit/certificates at
any Ministry offices or mission
Print duplicate
Reduced duplication
Reference to Process Application of Change of Name
Registration of Marriage
Registration of Birth
Registration of Death
Registration of Marriage Officer
Permits
Page 116 of 147

Document Module
Functional Requirement Activation of documents in the system
Requirement Description Provision for the system to activate documents after
issuance
Non-Functional The system should trigger the personnel to
Requirements activate documents after issuance
The system should indicate that the document
has been activated
Benefits Integrity of security documents

Management of Data
Page 117 of 147

Functional Requirement Generation of Notices

Requirement Description Provision to produce the necessary official notices
required as a result of the outcome of the decision
making process (Eg Rejection)
Non-Functional The system should generate pre-defined letters
Requirements and populate them with appropriate case
information.
These letters should be sent based on the
applicant`s preferred form of medium or channel
(i.e. email (PDF), mail (hardcopy) or cell phone
(SMS))
There should be a provision for an officer to
perform a quality check on the letters issued.
The letters should be issued with an electronic
signature of an authorized departmental user.
Reduction in human error
Prompt distribution and communication
Page 118 of 147

Functional Requirement Generate Publication Notices
Requirement Description Provision to produce necessary publications after
decision making. For example gazettement notices,
publication lists, after banns etc.
Non-Functional The system should generate various notices as
Requirements per requirements of business process (pre-
defined format)
The publication notice should be sent to the
receiving office e.g. Attorney General Chambers
with preferred form of medium or channel (i.e.
email (PDF), mail (hardcopy)
The publication notices should be issued with an
electronic signature of an authorized
departmental user
The system should trigger receiving offices of
pending action

Reference to Process Registration of Trade Unions

Authorization of Change of Name
Appointment of Marriage Officers
Registration of Marriages
Page 119 of 147

Functional Requirement Update/ Capture results of Publications
Requirement Description Provision to update pending results of publications e.g.
objections of marriages and change of name
Non-Functional The system should have a screen to capture
Requirements objections.
Triggers supervisor for assessment
Benefits Convenience to the applicant

Reduced duplication of efforts
Data integrity
Reference to Process Registration of Trade Unions

Authorization of Change of Name
Appointment of Marriage Officers
Page 120 of 147

Functional Requirement Print Preview
Requirement Description Provision to preview necessary official documentation
before printing
Non-Functional Ability to print preview documents before printing
Requirements The authorized personnel to make decisions on
whether to proceed with printing or not.

Streamlined administrative process
Page 121 of 147

Enrolment

Functional Requirement Mobile registration & Issuance of Certificates.

Requirement Description Provision to register and issue certificates offline.
Non-Functional Automatic update of information captured offline
Requirements to live environment.
Benefits Improved service delivery
Reference to Process Registration of Births
Registration of Deaths
Application of National Identity Card
Registration of Change of Name
Appointment of Marriage Officer
Registration of Travel documents
Documents Management Module

Functional Requirement Manage inventory of security documents

Requirement Description Provision to manage inventory of security documents
Non-Functional Link document number with the application
Requirements number.
Supply of security documents should done
through the system
Generate stock reports as required i.e.
consumption, wastages, re-order levels
Benefits Data management
Improved integrity of security documents
Page 122 of 147

3.2 End User Requirements
Portal
Requirement ID EUR01 Requirement Priority High

Category End User Requirements
Business Requirement Registration of Application

Functional Requirement Online (internet facing) submission of application
Requirement Description Provision to complete and submit applications online
Non-Functional End user should have access to a user-friendly
Requirements online application form which they can enter
relevant information into pre-determined fields.
Check completeness of application (checklist of
documents that need to be provided with the
application)
System should allow an applicant to save the
application, leave it for a prescribed period and
come back to the application and resume where it
was left off.
The system should authenticate the applicant
(using user name and password) when they
return to complete their application.
and unique number.
Validate against existing information
Ability to select the type of application (new,
replacement, renewal, declaration of intention).
Ability to identify who the application is for (self,
spouse, minor).
Ability to identify the type of visa application
(regular, exemption or emergency).
Ability to allow for dual purpose application (work
and residence) if applicable. Ability to request a
change of occupation/organization on current
work permit.
Allow uploading of any additional documents
(pdf, image files etc.)
Link documents to applications
Photograph should comply with ICAO 9303
standard (Check photo quality).
Page 123 of 147

The system should accept an applicants
acknowledgement of terms and conditions
through scrolling through a web-page, reading
the terms and conditions and entering their
initials as an electronic signature.
Applicant should be able to make payment using
their credit card, MyZaka, Orange money, etc.
Benefits Improved data management

Convenience for the applicant
Improved customer satisfaction
Page 124 of 147

Portal
Functional Requirement Online Tips
Requirement Description Provision to submit Investigation tips through an online
portal.
Non-Functional Allow the public to register any tip on non-
Requirements compliance online
Benefits Improved national security
Page 125 of 147

Portal
Functional Requirement Online Self-Assessment
Requirement Description Provision to complete an online self-assessment to
determine eligibility of application prior to initiating a
citizenship application.
Non-Functional The system should provide an online self-
Requirements assessment tool that potential applicants can use
to determine if they would be eligible to apply for
citizenship.
The system must be able to assign points in real
time and in accordance with the citizenship point
schedule.
The points schedule should be automatically
updated as point assignments change.
Benefits Ability for client to determine likelihood of success

in terms of outcome prior to investing time and
money on an application
Page 126 of 147

Portal
Category End user Requirements
Functional Requirement Automation Notification
Requirement Description Provision to automatically send notification to the
applicant that the application has been received
Non-Functional System to send automatic notifications to the
Requirements client at various steps in the application process
via SMS, email (per clients notification
preference)
These letters should be sent based on the
applicant`s preferred form of medium or channel
(i.e. email (PDF), mail (hardcopy) or cell phone
(SMS)) There should be a provision for an officer
to perform a quality check on the letters issued.
The letters should be issued with an electronic
signature of an authorized departmental use the
system should generate pre-defined letters and
populate them with appropriate case information.
Benefits Improved client satisfaction

Convenience for the applicant
Page 127 of 147

Portal
Functional Requirement Applicant Feedback
Requirement Description Provision to capture applicant feedback on services
received, and interactions with staff that occurred either
in person, online or over the phone
Non-Functional Applicant should have access to a user-friendly
Requirements online feedback forum that enables them to
provide specific feedback regarding services
received or issues encountered.
The system should enable the applicant to choose
the type of response they would prefer (call, sms,
email) and if required.
Benefits Improved applicant satisfaction
Page 128 of 147

Portal
Functional Requirement Online enquiry of application
Requirement Description Provision to allow applicant to enquire/see the status of
their application.
Non-Functional Ability for applicant to cancel application
Requirements Ability for MNIG to cancel application
Benefits Improved client service
Page 129 of 147

3.3 Data Requirements
Requirement ID DR01 Requirement Priority High

Category Data Requirements
Functional Requirement Automatic applicant record creation
Requirement Description Provision to identify a persons data through one unique
identification number (to be the record number for each
new application or to reuse an existing file number for
application renewals).
Non-Functional The system should automatically verify applicant
Requirements identification details against the database and
determine if the application is new or a renewal.
In the event of a renewal the system should
automatically populate the file number previously
assigned to that applicant.
In the event of a new application the system
should automatically assign a file number and
inform the applicant of their file number.

Increased speed in processing application
Improved file accessibility
Page 130 of 147

Authentication and Validation

Business Requirement Data integrity and security
Functional Requirement Authentication and validation of application

Requirement Description Automatically validate all applicant information against
certain business rules e.g. validation of ID against
National Identification System for citizens.
Non-Functional Check against existing information (personal and
Requirements parental details)
Check duplicates
Check for completion of mandatory fields
Confirm Citizenship status
Age of parent (old enough for birth, gestation
etc.)
Authenticate fingerprints and facial against:
ABIS for ID applications, VISA and permits
Civil partition ABIS for passport applications
Benefits Improved security
Improved data validate of the information in the
system is easy.
Page 131 of 147

Archiving Module

Functional Requirement Electronic archiving

Requirement Description Provision for archiving and/ or closing of a file based on
departmental/ legislation retention schedule
Non-Functional The system should automatically archive files
Requirements based on their inactive status and as per
Departmental retention schedule.
The system should automatically close files upon
applications being rejected, or documentation
issued
Archive in batches as determine by the
Department
Create batch number
Link with the existing previous archived records
(i.e. currents, other systems and manual)
Benefits Improved data retention
Improves data retrieval
Improved Data Management
Page 132 of 147

Functional Requirement Real time and accurate application tracking and

data retrieval
Requirement Description The system should be able to provide up to date
information on an application along with its current status
Non-Functional Internal
Requirements The system should list all information as deemed
appropriate by the Department.
This could be done through pre-defined steps or
phases that are communicated to the applicant and
associated with prescribed periods
Ability for the Department to cancel an application
Applicant
The system should prompt the applicant for a
unique identifier (e.g. application number) before
releasing the information
The system should list in a clear and visual format
the status of an applicants progress when
requested by the applicant.
Provision to allow applicant to enquire/see the
status of their application.
Ability for applicant to cancel application.
Benefits Real time access to file information by defined
users
Applicant can check the status of their application
anytime by logging into the portal
Increased applicant responsiveness
Reduced in-person or telephone enquiries at
physical offices
Page 133 of 147

3.4 User Access/Security Requirements
Requirement ID UA01 Requirement Priority High

Category User Access/Security Requirements
Functional Requirement Secure access to the system
Requirement Description All users to have a username and encrypted password to
login to the system
Non-Functional The system should have a secure platform for
Requirements users to receive unique login credentials including
a username and password.
The system should also have a secure password
retrieval function.
The system should automatically issue password
update reminders as per GoB policy.
Benefits Secure environment for clients to provide

personal information
Page 134 of 147

Functional Requirement System access privileges
Requirement Description Only authorized users can have access to certain
administrative parts of the system or be privy to certain
records in the database
Non-Functional Based on the job profile and position of an
Requirements employee within the department/ministry, there
should be a provision in the system to
restrict/grant access to certain information in the
system/database
Rights should be granted to a specified group of
users (seniority based or security clearance
based) who are given the rights to print approved
official documentation
Benefits Maintains confidentiality of important data (such

as an applicants personal details, Omang#,
financial details)
Page 135 of 147

Interface Module
Functional Requirement Electronic sharing of information with relevant
stakeholders.
Requirement Description A platform that allows sharing information with relevant
stakeholders
Non-Functional Allow a link with relevant stakeholders
Requirements Allow information sharing with relevant
stakeholders
Benefits Improved Data Management

Improved Information sharing
Improved Decision Making
Improved service delivery.
Page 136 of 147

Functional Requirement Secure interface to other GoB systems
Requirement Description Secure exchange of information with other GoB systems
Non-Functional System should support at least 128 bit SSL
Requirements encryption
The system should interface databases among
others:
National Identification System (NIS) to
validate Omang ID
Ministry of Health: to link the Integrated
Patient Management System (IPMS) with
DCNR
Statistics Botswana: to report various
statistics. DCNR passes information to
Statistics Botswana who then publishes
various statistical reports such as total
number of births in the country in a given
period, total number of deaths in the
country in a given period
Administration of Justice: when a marriage
ends, this should be reflected in DCNR
records
Immigration and Citizenship: when someone
above the age of 16 years gets Botswana
citizenship, they need to apply for Omang ID
with DCNR
Prisons system: people who have received
death penalty, after they are executed, DCNR
records have to be updated and NIS has to be
updated from Live to Dead
Automated Biometric Identification System
(ABIS)
Directorate of Intelligence and Security (DIS).
Benefits Provides security for exchange of important data

between ministries
Page 137 of 147

Page 138 of 147

Functional Requirement Audit trail
Requirement Description Provision to maintain an electronic audit trail of any
changes or updates to an applicants file at any time in
the process
Non-Functional System should automatically document any
Requirements changes or updates and be retrievable by
authorized departmental users at any given time
Benefits Improved transparency of process
Page 139 of 147

3.5 System Integration Requirements
Requirement ID SIR01 Requirement Priority High

Category System Integration Requirements
Functional Requirement Integration with other GoB systems
Requirement Description Provision to integrate with other GoB systems as
required in the business process
Non-Functional
Requirements Integrate with Government Accounting Business
System (GABS); System should interface with
GABS for reconciliation of service revenue
collected.
Integration with any other GoB systems that may
be identified during detailed technical
requirements gathering phase at the time of
project implementation
Benefits Facilitates automatic sharing of information across

various GoB systems
Improved use of data already contained within
various GoB systems
Reduction of duplication of applications and errors
Improved client service
Reduction in manual paper files used for
reconciliation of records between departments
and ministries
Page 140 of 147

3.6 Reporting Requirements
Requirement ID RR01 Requirement Priority High

Category Reporting Requirements
Functional Requirement Report generation
Requirement Description Provision to generate ad-hoc as well as regular reports
needed for day to day business
Non-Functional
Requirements System should provide options to deliver
customizable reports defined by departmental
users.
The system should also have provisions to
automatically generate regularly scheduled
reports.
The system should allow for reports to be
generated defined by specific timeframes (i.e.
history over x amount of days, months or years).
Facility to monitor and report on the quota for
number of citizenships granted per year.
Facility to produce a list of applicants for
naturalization.
Ability to update case summary and capture data
after a deportation has occurred (deportation of a
prohibited immigrant).
Benefits Fast access to accurate data

Provides a snap shot in real time
Page 141 of 147

Requirement ID RR02 Requirement Priority High
Category Reporting Requirements
Functional Requirement Generate Case Summary
Requirement Description Provision to generate summary of actions, comments,
decisions, and outcomes of all information related to an
application.
Non-Functional System should offer customizable reports
Requirements pertaining specifically to actions, comments,
decisions, and outcomes of all information
related to an application.
The system should distinguish between decisions
made and decisions to be made when reporting.
Benefits Fast access to accurate data

Provides a snap shot in real time
Page 142 of 147

3.7 Support and Maintenance Requirements
Requirement ID SMR01 Requirement Priority High
Category Support and Maintenance Requirements
Functional Requirement Real time backup/dynamic backup of data
Requirement Description
Non-Functional System should perform backing up of data
Requirements without any system downtime and while users
are still using the data
Benefits System downtime is greatly reduced or never

happens
Data is still available for use while system is being
backed up
Page 143 of 147

4. FORMS will be availed at a later stage.
Page 144 of 147

5. LIST OF OFFICES
5.1 Department of Civil and National Registration
Page 145 of 147

5.2 Department of Immigration and Citizenship
Page 146 of 147

5.3 Embassies
Page 147 of 147

RFP Botswana

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REPUBLIC OF BOTSWANA

MINISTRY OF NATIONALITY, IMMIGRATION AND GENDER AFFAIRS

A TENDER FOR THE PROCUREMENT OF:

PROVISION OF SERVICES FOR THE DESIGN, DEVELOPMENT, IMPLEMENTATION AND

REFERENCE NO: SER 5/14/1

TENDER NO: SER 5/14/1

T1.1 Tender Notice and Invitation to Tender

T1.2 Tender Data

T1.3 Standardized Conditions of Tender

Tender Ref No. SER 5/14/1

The Procuring Entity is Ministry of Nationality, Immigration and Gender Affairs

This is an open international tender

Code 120 (ICT Systems and Management Services)

Code 319 (ICT Consultancy Services)

Verification of registration will be done online by the Procuring Entity (P.E).

For Foreign-Based Companies:

A two (2) envelope procedure will be followed.

Ref No. SER 5/14/1 Page 3 of 80 T1.2 Tender Data

1.2 The tender documents issued by the Procuring Department comprise:

Three volume approach

VOL 1: TENDERING PROCEDURES

VOL 2: RETURNABLE DOCUMENTS

VOLUME 3: THE CONTRACT

Part 1 Agreements & Contract Data

Part 2 Pricing Data

Part 3 Scope of Work

Part 4 Site Information

Ref No. SER 5/14/1 Page 4 of 80 T1.2 Tender Data

2.1 The eligibility criteria for tenderers are:

FOR LOCALLY-BASED BIDDERS/COMPANIES:

Code 120 (ICT Systems and Management Services)

Code 319 (ICT Consultancy Services)

Ref No. SER 5/14/1 Page 5 of 80 T1.2 Tender Data

FOR FOREIGN BIDDERS/COMPANIES:

At minimum the JV Agreement should have the following:

2.7 The arrangements for a non-compulsory clarification meeting are:

Date: 10th October 2017 Starting time: 10:00am

Ref No. SER 5/14/1 Page 6 of 80 T1.2 Tender Data

The Board Secretary

2.24 A two (2) envelope procedure will be followed.

Time: 10:00hrson 8th November 2017

Ref No. SER 5/14/1 Page 7 of 80 T1.2 Tender Data

3.15 For compliance or responsiveness, the tender submissions must:

The procedure for evaluation of responsive tender offers is:

For Locally Based Bidders:

Criteria Pass () / Fail (x) /

Properly completed Certificate of Authority of Signatory.

Code 120 (ICT Systems and Management Services)

Code 319 (ICT Consultancy Services)

Verification of registration shall be done online by the Procuring

Ref No. SER 5/14/1 Page 8 of 80 T1.2 Tender Data

For Foreign-Based Companies:

Criteria Pass () / Fail (x) /

Bidders who fail to adhere to the two-envelope method shall be disqualified.

STAGE TWO -TECHNICAL EVALUATION

A. FULL COMPLIANCE TO SPECIFICATION REQUIREMENTS

B. TECHNICAL EVALUATION (PART B) (70% Weighting)

Ref No. SER 5/14/1 Page 9 of 80 T1.2 Tender Data

Criterion Maximum Points

Past experience on similar projects (migration and person

Certification in Quality Management System 10

Methodology and Implementation Plan 120

Proposed Technology Architectural Design 70

Training Plan including Skills Transfer Plan (Target Identification,

__________________________________________ Date: _