Supporting Registration Documents

The following supporting documentation must be uploaded to SAP Ariba, ONLY if applicable to the Supplier Company:

  1. Company Registration Certificate and Business License e.g. Trading or Manufacturing license
  2. VAT Registration Certificate
  3. Tax Clearance Certificate
  4. Company share certificates
  5. Transformation Plan to a Citizen Empowered business (if applicable)
  6. Distributorship / Agency Agreements/ Appointment Letters
  7. Copies of the qualifications for those qualified staff members listed
  8. Certificate of Insurance for Workmen's Compensation
  9. Proof of assets
  10. Copy of the financial year-end statements if in business for a year or longer or three months bank statements
  11. Completion certificates / letters for the above-mentioned projects
  12. Evidence of the largest order / invoice / contract in the last 3 years with amounts reflected
  13. ISO 9001:2000 Quality Management System
  14. ISO 14000 Environmental Management System
  15. BOBS
  16. Any other industry-specific accreditation or certification(s)
  17. Safety, Health and Environmental Policy Statement
  18. Directors' resolution authorising the Company official completing the Supplier Registration Questionnaire online​
  19. Copies of passports or Identity document for shareholders/company directors
  20. Confirmation of bank account letter not more than 3 months old ​

Physical Assessment Checklist

​​As part of the registration process, Debswana may, based on the commodity selected, conduct a physical assessment of the supplier’s premises. The date and time of the physical assessment will be communicated to the supplier. Here is a checklist for the physical assessment:​

  1. Safety
    • Fire hydrants and fire extinguishers have been serviced and are up to date
    • Cabling is trunked and not posing a safety hazard
    • Tools, equipment, etc. are not scattered around posing a safety hazard
    • Walkways are clearly marked
  2. Health
    • Place is well ventilated
    • Restroom cleanliness
  3. Environment
    • Disposal Methods
  4. Security
    • Ensure that the workplace is secure
    • Ensure that there is a withdrawal and receipt procedure/process for critical parts and appointed persons for that​