Secretariat Procurement
Request for Proposal (RFP) with clear Terms of Reference (ToR) to reviewStaff Rules, Procurement Policy, and Local Consulting Service Contract Template
| Issued by: | Kimberley Process Secretariat |
| Date Issued: | 28 May 2025 |
| Submission Deadline: | 10 June 2025 |
| Contact Person: | Mr. Bojun Tang |
| Email: | executive-secretary@kimberleyprocess.com, CC: busisiwebasiamang@gmail.com |
1. Introduction
The Kimberley Process Secretariat (KPS) invites qualified legal professionals or firms
(with HR/Labour expertise) to submit proposals for conducting a comprehensive legal review and provide quality assurance of three foundational KPS documents. The objective is to ensure compliance with the legal and regulatory framework of Botswana,
and to provide quality assurance that the documents are complete, coherent, and operationally fit for purpose.
2. Background
KPS, based in Botswana, provides technical and administrative support to the Kimberley Process. To strengthen its institutional framework and operations, KPS has developed three key documents which now require validation for legal compliance and
quality assurance before full implementation.
3. Objectives of the Assignment
- Review all three documents for legal compliance with Botswana law.
- Provide quality assurance for all three documents for quality, structure, internal consistency, completeness and fitness for purpose.
- Provide constructive feedback and marked-up versions with recommended revisions.
4. Scope of Work
4.1 Legal Compliance Review
- Review the Staff Rules for compliance with the Botswana Employment Act and other
relevant labor legislation. - Review the Procurement Policy to ensure alignment with Botswana procurement regulations and best practices.
- Review and finalize a Local Consulting Service Contract Template, ensuring it is
legally enforceable and suitable, can be used for engaging local service, hiring local consultants for various tasks (e.g., accounting, bookkeeping, logistics management on a 12 month contract). - Provide legal Quality Assurance on all documents to ensure they are complete, consistent, and legally robust.
- Provide clear recommendations and proposed edits where necessary.
4.2 Provide Quality Assurance Review
- Assess clarity, logical flow, and coherence of content.
- Identify gaps or inconsistencies between and within documents.
- Recommend improvements for operational readiness and effectiveness.
- Documents are complete and fit for purpose.
4.3 Deliverables
- Legal review report for each document outlining key findings and recommendations, with quality assurance.
- A finalized, legally compliant template service contract suitable for hiring local consultants for various tasks, such as accounting, bookkeeping, or logistics management.
- Summary of key legal observations and suggested revisions, if applicable.
5. Timeline
The work is expected to take no more than two (2) weeks from the date of engagement.
Proposals should include a detailed schedule for completion within this time frame.
6. Required Qualifications
- Law degree and license to practice in Botswana.
- Minimum of 5 years in legal drafting or compliance roles.
- Familiarity with Botswana’s public sector and policy frameworks.
- Expertise in HR and labor.
- Experience with institutional/legal document quality assurance.
- Background with intergovernmental entities is an advantage.
7. Submission Requirements
- A clear Terms of Reference (ToR) detailing the approach to reviewing the documents.
- A brief proposal outlining understanding of the assignment.
- Proposed work plan and timeline for completion.
- Outlined duration of the body of work and provide a fixed cost quotation for the entire assignment, including any applicable VAT or fees.
- Profile of the consultant or firm, including legal qualifications and relevant experience with Botswana law. Evidence of expertise in HR and labor law in Botswana.
- Two recent references or examples of similar assignments completed.
8. Evaluation Criteria
| Criteria | Weight |
|---|---|
| Understanding of the assignment | 20% |
| Methodology and work plan | 25% |
| Qualifications and experience | 30% |
| Quality of past assignments | 15% |
| Cost-effectiveness of proposal | 10% |
9. Submission Instructions
Proposals must be submitted by 10 June 2025, via email to:
Mr. Bojun Tang
Email: executive-secretary@kimberleyprocess.com, CC: busisiwebasiamang@gmail.com
Subject Line: Proposal – Legal Review of Staff Rules, Procurement Policy & Contract
Template
NB: Late submissions will not be considered.