Which PPA codes do I need for cleaning and security?

For cleaning services, you generally need to be registered under PPA Code 132. For security services, the relevant code is Code 100. Always verify the sub-codes required in the specific tender document.

Can a new business win a tender in Botswana?

Yes. While experience helps, many government tenders have portions reserved for youth, women, and SMEs. Ensure your documentation (CIPA, BURS, PPA) is perfect to avoid disqualification on technical grounds.

What is the Local Procurement Scheme (LPS)?

The LPS is a Botswana government policy that provides price advantages to specific groups, including citizen-owned companies, youth, women, and people with disabilities, making their bids more competitive against larger or non-citizen firms.

Do I need a health certificate for a cleaning tender?

Generally, health certificates are required for catering. However, for cleaning tenders in specialized environments like clinics or food factories, you may be required to prove staff vaccinations or compliance with specific health and safety standards.

How do I find out about new tenders?

New tenders are published in the Botswana Government Gazette, local newspapers like the Daily News or Mmegi, and on the Public Procurement Authority (PPA) website. Private tenders are often found on company websites or via business networks.

Cleaning, Security and Catering Tenders in Botswana

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Tenders in service industries like cleaning, security, and catering offer some of the most accessible and lucrative opportunities for SMEs in Botswana. Because these services are always in demand by government departments, parastatals, and private corporations, they serve as a vital entry point for local entrepreneurs looking to scale.

To win these contracts, however, you need more than just a quote. You need to demonstrate compliance with Botswana’s regulatory frameworks, including the Public Procurement Authority (PPA) and sector-specific licensing. This guide breaks down how to prepare winning bids for these three high-demand sectors.

Why service tenders are good entry points for Botswana SMEs

Service-specific tenders are strategic entry points because they often have lower capital requirements compared to construction or manufacturing. They allow profitable small businesses to start with manageable teams and equipment.

By focusing on specialized service tenders, SMEs can:

Build niche expertise: Specialized experience makes you more attractive for larger future contracts.
Utilize Local Preference Schemes: Take advantage of the Economic Diversification Drive (EDD) and Citizen Economic Empowerment (CEE) policies that favor local companies.
Manageable Overhead: You can often scale your workforce based on the contract won rather than carrying high fixed costs.

Explore more strategies on our Botswana Business Blog.

General Compliance: The Foundation of Any Bid

Before looking at sector-specific needs, every business must meet the standard compliance requirements in Botswana. Without these, your bid will likely be disqualified at the first stage of evaluation:

CIPA/OBRS Registration: Ensure your company is registered and your annual returns are up to date. Check our guide on filing annual returns.
PPA Registration: You must be registered with the Public Procurement Authority (formerly PPADB) under the correct codes.
Tax Clearance: A valid Tax Clearance Certificate from BURS is mandatory.
VAT Registration: If your turnover exceeds P1,000,000, you must register for VAT.

Cleaning tender requirements and pricing

Engaging in cleaning tenders requires more than just mops and buckets. Professionalism and safety are key evaluation criteria.

PPA Codes and Documentation for Cleaning

For government cleaning tenders, you typically need to be registered under PPA Code 132 (Cleaning Services). Your submission should include:

Health and Safety (HSE) Plan: How you will protect your cleaners and the public from chemical exposure or accidents.
Equipment List: Proof that you own or can lease industrial vacuum cleaners, floor polishers, and steam cleaners.
Chemical Data Sheets: Details of the cleaning agents you use, ensuring they are safe and environmentally friendly.

Pricing Your Cleaning Bid Effectively

When pricing, you must account for Botswana’s Minimum Wage. Bids that price too low may be rejected for being “unsustainable” or for risking labor law violations. Factor in:

Staff salaries plus 13th-cheque/severance provisions.
Uniforms and Personal Protective Equipment (PPE).
Consumables (toilet paper, soaps, detergents) if included in the scope.
Transport for staff and equipment.

Entrepreneur in Botswana creating a cleaning tender proposal — Meticulous planning in preparing a cleaning tender proposal is vital for success.

Security tender requirements and staffing proof

The security sector is highly regulated in Botswana to ensure public safety and accountability.

Essential Licenses for Security Tenders

You cannot legally operate a security firm without a Security License issued by the Ministry of Defense and Security. You will also need:

PPA Code 100 (Security Services): Registration under sub-codes like 01 (Guard Services) or 02 (Electronic Security).
Certified Staff: Proof that your guards have undergone training and have clear criminal records (police clearance).
Operational Base: Proof of a physical office and communication equipment (radios, control room).

Proving Reliability in Your Submission

Clients want to know what happens during an emergency. Include a “Standard Operating Procedure” (SOP) for incidents like break-ins or fires. Highlighting your use of technology, such as clocking systems or GPS tracking, can give you a competitive edge.

Botswana businesswoman reviewing essential security tender documents — Reviewing vital documents like the Private Security License is crucial.

Catering tender requirements and service plans

Catering tenders often range from daily office canteen management to high-end event catering for government functions.

Health and Safety Compliance for Catering

This is the most critical part of a catering bid. You must provide:

Health Certificate: Issued by your local City or Town Council (e.g., Gaborone City Council).
Food Handler’s Permits: For every staff member handling food.
PPA Code 113 (Catering Services): Ensure you are registered under the correct sub-category (e.g., Hospital catering vs. School feeding).

Crafting Menus for the Botswana Market

Winning proposals usually offer a balance of local favorites (like Seswaa, Serobe, or Bogobe) and international cuisine. Be sure to include dietary options (vegetarian, diabetic-friendly) to show you understand modern customer service needs.

Botswana catering professional discussing menu ideas with a chef — Collaboration over customized catering menus helps meet local taste preferences.

Practical Next Steps for Tendering

Winning a tender is the start; delivering is the real challenge. Consider these local operational realities:

Financing the Contract: Government payments can sometimes take 30 to 60 days. You may need CEDA Purchase Order (PO) Financing or a bank overdraft to cover initial costs like salaries and supplies.
Logistics: Do you have a reliable vehicle for delivery or staff transport? Factor in fuel and maintenance.
Payment Methods: Be ready to use Electronic Funds Transfer (EFT). Ensure your business bank account details are correctly captured in the government’s accounting system (GABS).

Conclusion

Securing cleaning, security, or catering tenders in Botswana is a proven way to grow an SME. Success depends on meticulous compliance with PPA regulations, obtaining the right sector licenses, and pricing your services sustainably. By focusing on quality and reliability, you can build a reputation that leads to long-term contract renewals.

Ready to grow your business visibility in Botswana? Add your business to Lephutshi. Need a professional website to showcase your past projects? Visit Lephutshi Developers. Want to learn more entrepreneurial skills? Explore Dithutong today.

FAQ

Which PPA codes do I need for cleaning and security?
For cleaning, use Code 132. For security services, use Code 100. Always check the specific tender document to see if they require a specific sub-code.
Can a new business win a tender in Botswana?
Yes, especially for smaller “informal” tenders or those reserved for youth and women. However, you still need full compliance (CIPA, Tax, PPA).
What is the Local Procurement Scheme (LPS)?
It is a government initiative that gives price preferences to citizen-owned businesses, women, youth, and people with disabilities in the tendering process.
Do I need a health certificate for a cleaning tender?
Usually not for the company itself, but if you are cleaning hospitals or food-handling areas, you may need specific safety certifications or vaccinations for your staff.
How do I find out about new tenders?
Check the Government Gazette, local newspapers (Mmegi, Daily News), and the official PPA website. You can also list your business in the Lephutshi directory to stay visible to private sector clients.