1. Background

The EU Support to Digital Transformation in Botswana project contributes to Botswana’s Vision 2036 and the Digital Transformation Strategy by promoting an inclusive, citizen-centered digital transition. The project aims to strengthen digital governance, enhance access to e-services, and foster innovation and entrepreneurship.

Finnish Institute of Public Management (HAUS) implements Specific Objective 3 (SO3): Innovation and Entrepreneurship, under which this assignment is managed. Botswana Digital Innovation Hub (BDIH) is a key partner playing a critical role in advancing digital innovation and supporting collaboration across public and private sectors.

The SmartBots Lab is an innovation and technology centre being established in Botswana under the national digital transformation initiative, SmartBots. Hosted at the Botswana Digital & Innovation Hub (BDIH), the Lab will serve as a collaborative environment where entrepreneurs, startups, and government agencies can co-create solutions using frontier technologies—such as AI and IoT—for the transformation of public services, industry, and society.

Within the BDIH ecosystem, the SmartBots Lab is a core facility: it operationalises BDIH’s role as a national catalyst for innovation and digital entrepreneurship. The Lab embeds BDIH at the heart of implementing the SmartBots strategy by providing the infrastructure, governance framework, and ecosystem support that BDIH will host and manage.

Botswana Digital & Innovation Hub recognises that the effective operation of the SmartBots Lab requires the establishment and alignment of several foundational frameworks and tools.

These are envisaged to include:

1. Governance instruments such as the Governance Framework, Partnership Framework, and Policy Manual;
2. Service Design tools including the Service Concept Paper, Standard Operating Procedures (SOPs), and Access Guidelines;
3. Programme Delivery mechanisms such as Programme Documents, weekly and monthly reporting templates, and a Community of Practice (CoP) Framework;
4. Sustainability tools comprising a Business Model, Monitoring, Evaluation and Learning (MEL) Framework, and Communications Plan; and
5. Support Systems including an Asset Plan, Human Resources Plan, and Risk Framework.

While these documents have been initiated or conceptually defined, BDIH seeks the support of international experts to review, refine, and guide their implementation to ensure alignment with international best practices and the strategic objectives of the SmartBots Lab.

HAUS seeks to engage an international expert (or team of experts) with proven experience in innovation systems and the design and operationalization of innovation labs to support the establishment, governance, and sustainability of the SmartBots Lab.

2. Objectives of the assignment and key tasks

The overarching objective is to develop an operational and sustainable framework for the SmartBots Lab, fostering a coordinated national innovation ecosystem aligned with Botswana’s National Digital Innovation Network (NDIN) and supporting implementation through the Botswana Digital and Innovation Hub (BDIH).

Specific Objectives

Support the development of a SmartBots Lab operational plan and roadmap

• Define clear service pillars, operational structure, staffing profiles, and governance mechanisms.
• Ensure coherence with the National Digital Innovation Network.
• Provide templates, tools, and capacity support to the national consultant already contracted for SmartBots lab for effective coordination and implementation.

Provide strategic and technical guidance for the establishment and functioning of SmartBots Lab

• Advise BDIH and SmartBots teams in finalizing the service model, operational framework, and partnership modalities.
• Mentor and support the national consultant in establishing coordination mechanisms and integrating the Lab within the national innovation ecosystem.

Strengthen institutional capacity and sustainability of the SmartBots Lab

• Facilitate knowledge transfer through training, mentorship, and co-design workshops.
• Develop a business model and sustainability strategies (financial, institutional, and technical) and a performance monitoring framework.

Support the launch and operationalization of SmartBots Lab

• Guide the design and execution of the Lab’s pilot services and launch event.
• Provide advisory support to the national consultant and BDIH in stakeholder engagement and communication strategies.

Advise on integration of SmartBots Lab within regional and international innovation ecosystems

• Provide recommendations and models for partnerships with international innovation hubs.
• Strengthen Botswana’s positioning in global innovation networks, complementing the national consultant’s coordination efforts.

3. Scope of Work and Methodology

The assignment focuses on strengthening the SmartBots Lab Implementation:

• Support BDIH and SmartBots in strategic planning and service model development.
• Provide inputs to strengthen operational and business plans for sustainability
• Guidance on the preparation of the launch of the SmartBots Lab in February 2025 and the operationalization steps.

4. Deliverables

Deliverable	Description	Due Date
Inception Report	Work plan and methodology aligned with BDIH priorities and the national consultant’s implementation plan; includes coordination matrix between HAUS, BDIH, SmartBots, and the national consultant.	December 2025
Draft SmartBots Lab Operational & Service Roadmap	Draft operational model including service offerings, staffing, governance structure, and alignment with national digital innovation priorities; guidance framework for the national consultant to use in local implementation.	January 2025
Capacity Building Toolkit	Set of guidelines, templates, and workshop materials to capacitate the national consultant and BDIH in service delivery, partnership management, and performance monitoring.	January 2026
SmartBots Lab Strategic & Sustainability Plan	Strategic document outlining business model, funding mechanisms, and sustainability roadmap, incorporating feedback from national and international stakeholders; recommendations and models for partnerships with international innovation hubs.	February 2026
Support to SmartBots Lab Launch	Advisory input on launch event to the local coordinator and BDIH, including demo showcase concepts for different lab spaces; mentoring of the national consultant for event coordination.	February 2026
Finalized Roadmap & Governance Framework	Validated roadmap with stakeholder inputs; defines roles of BDIH, SmartBots, HAUS, and the national consultant in implementation.	March 2026
Final Report	Comprehensive summary of deliverables, lessons learned, and sustainability recommendations; includes capacity transfer report detailing skills and systems strengthened within BDIH and SmartBots teams.	April 2026

5. Duration and Location

• Duration: December 2025–April 2026
• Consultant to define the consultancy input (e.g., equivalent of X person months or Y working days).

6. Reporting and Supervision

The consultant will report to the Team Europe Initiative technical lead on Innovation and Entrepreneurship (HAUS) and work in close coordination with BDIH management and SmartBots.

7. Qualifications and Experience

• Advanced degree in Innovation Management, Public Administration, ICT Policy, Business Development, or related.
• 10+ years of experience in digital innovation, service design, or public sector transformation.
• Demonstrated ability in capacity building and co-design facilitation.
• Experience in creating business and sustainability models, including funding and MEL frameworks.
• Skilled in multi-stakeholder coordination across government, private sector, and international partners.
• Strong analytical, communication, and report-writing abilities.
• Experience in innovation initiatives in the emerging markets is a strong asset.

8. Budget

The maximum available total budget is set at EUR 50,000 (exclusive of VAT). This includes all the traveling costs (at least one trip to Botswana).

9. Payment Terms

Payments will be made in instalments linked to the approval of deliverables (using time sheets and sequencing of agreed deliverables)

Proposed payment Milestones:

1. 20% on contract signing and delivering of inception presentation (December 2025)
2. 40% Deliverables due February (Draft SmartBots Lab Operational & Service Roadmap, Capacity Building Toolkit, SmartBots Lab Strategic & Sustainability Plan) submitted and approved (February 2026)
3. 40% Final report delivered and approved (April 2026)

10. Eligibility Criteria

• The service provider must be a registered entity compliant with relevant legal and financial requirements.
• Commitment to GDPR and ethical business practices.
• The tenderer’s financial situation must be such that, according to Suomen Asiakastieto Oy’s rating classification, it is at least “satisfactory A,” or its risk class is between 1–3, or it is considered equivalent based on financial statements or other similar evidence.

11. Selection Criteria

Proposals will be evaluated on the following basis (maximum 100 points):

Technical Proposal (80 points)

• Quality and relevance of the proposal/feasibility of the workplan (40 points)
  • The proposal demonstrates a clear understanding of the SmartBots Lab mandate, national digital innovation priorities, and institutional context.
  • The approach and methodology are strategic, realistic, and well aligned with the project’s Specific Objectives and expected Deliverables.
  • The work plan is feasible and time-bound
  • The proposal includes mechanisms to ensure effective knowledge transfer
• Expertise and qualifications (based on CV and work references) (40 points)
  • Demonstrated experience in designing and operationalizing innovation labs, hubs, or comparable institutional models.
  • Qualifications and previous assignments demonstrate the ability to coordinate multi-stakeholder environments involving government, private sector, and international partners.
  • Experience with innovation initiatives in emerging markets is considered a strong asset.

Financial Proposal (20 points)

• Financial proposal including daily rate, total estimated days and the total budget, incl. travel (= comparison price).
• Lowest comparison price receives 20 points.
• Rest of the proposals will be awarded using an inverse proportional formula based on the lowest comparison price: Price score = (Lowest comparison price / Supplier’s comparison price) x 20

The opening and evaluation of the tenders shall be carried out by the project experts.

12. Application Process

Interested consultants should submit a technical and financial proposal for this assignment by 16 November 2025 at 23:59 (EET/UTC+2). Proposals should be sent via email to botsprocurement@haus.fi.

Interested consultants should submit a technical and financial proposal including:

1. Updated CV(s) (max. 5 pages per CV).
2. Workplan
3. Financial proposal: The financial proposal should include the daily rate, the number of days required for delivery, travel costs, and the total budget for the assignment.
4. Two relevant examples of previous work, along with contact details of references (name, organization, and contact information) who can confirm the completion of these assignments.

13. Questions during the Procurement

During the procurement process, all interested parties are encouraged to submit any questions or clarifications regarding the procurement process via email address botsprocurement@haus.fi. The question period will remain open until 7 November 2025. Please ensure that all inquiries are submitted within the specified timeframe to allow for a timely response.

Only communication and contacts made through the email address will be considered. The Contracting Authority is unable to respond to queries made otherwise, such as by telephone.

Note:
All proposals and CVs received will be shared with the selection panel.