Introduction

Public procurement is one of the most important pillars of Zimbabwe’s economy. Every year, government ministries, local authorities, and state-owned enterprises spend millions of dollars on goods, services, and infrastructure projects. To ensure that this spending benefits the public and promotes transparency, the process is guided by a strict legal framework known as the Public Procurement and Disposal of Public Assets Act (PPDPA).

For suppliers, contractors, and consultants, understanding how the public procurement process works is crucial. It determines how tenders are advertised, evaluated, and awarded, and it also helps businesses prepare competitive bids and remain compliant with the law.

1. What Is Public Procurement?

Public procurement refers to the process through which government institutions and state entities purchase goods, services, or works from the private sector.

Its primary goal is to ensure that public resources are used efficiently, transparently, and in a way that provides value for money. It is not just about buying goods or hiring contractors — it is about managing public funds responsibly and promoting fair competition among suppliers.

Public procurement in Zimbabwe is governed by the Public Procurement and Disposal of Public Assets Act [Chapter 22:23], which is administered by the Procurement Regulatory Authority of Zimbabwe (PRAZ).

PRAZ plays a central role in ensuring that procurement activities are transparent, accountable, and in line with national laws. Its key responsibilities include:

  • Developing and enforcing procurement regulations and guidelines
  • Approving procurement plans for government entities
  • Monitoring and evaluating procurement performance
  • Providing training and capacity building for procurement officers
  • Maintaining the list of registered suppliers and consultants
  • Investigating complaints and resolving procurement disputes

By regulating and monitoring all government procurement, PRAZ ensures that public funds are protected from misuse and corruption.

3. Key Principles of Public Procurement in Zimbabwe

The procurement process in Zimbabwe is guided by a set of principles designed to promote fairness and efficiency. These include:

  • Transparency: All tenders must be advertised publicly, and the selection process must be open to scrutiny.
  • Accountability: Procurement officers and suppliers are held accountable for their actions and compliance.
  • Fair Competition: All qualified suppliers should have equal access to opportunities.
  • Value for Money: The government must get the best possible outcome in terms of quality, price, and efficiency.
  • Integrity: Ethical standards must be maintained at every stage to prevent corruption and favoritism.

4. Stages of the Public Procurement Process

The procurement process in Zimbabwe follows a structured sequence of steps to ensure that it is fair and transparent.

a) Planning and Needs Assessment

Every government department begins by identifying what goods or services it needs. A procurement plan is prepared, outlining what will be procured, estimated costs, and timelines. PRAZ must approve these plans before implementation.

b) Tender Preparation and Advertisement

Once the procurement plan is approved, a tender document is prepared. This document includes detailed specifications, eligibility requirements, evaluation criteria, and submission guidelines. The tender is then advertised in newspapers, the Government Gazette, or on PRAZ’s official platforms to invite bids from qualified suppliers.

c) Bid Submission and Opening

Interested suppliers prepare and submit their bids before the stated deadline. Once submissions close, bids are opened publicly to maintain transparency. This ensures that no bidder is unfairly favored or disadvantaged.

d) Evaluation of Bids

The evaluation stage is one of the most critical. A Tender Evaluation Committee reviews each submission based on the stated criteria, such as price, experience, technical capacity, and compliance. This process must be objective and documented in detail.

e) Award of Contract

The most responsive and competitive bidder is selected and awarded the contract. An official notice of award is issued, and the results are often published. Unsuccessful bidders may request feedback or appeal the decision through PRAZ if they suspect irregularities.

f) Contract Management

After award, the contracting authority monitors the supplier’s performance to ensure they deliver according to the agreed terms, timelines, and quality standards. Any contract amendments must follow due process and be approved by PRAZ.

g) Disposal of Public Assets

Apart from procurement, PRAZ also oversees the disposal of obsolete or surplus government assets to ensure fair value and prevent misuse.

5. Types of Procurement Methods

The Act provides for several procurement methods depending on the value and nature of the goods or services:

  • Open Tendering: The most common and transparent method where all interested suppliers can bid.
  • Restricted Tendering: Used when only a few suppliers are qualified or available.
  • Request for Quotations (RFQ): Used for low-value procurements.
  • Direct Procurement: Used only in exceptional cases such as emergencies or when there is only one known supplier.
  • Consultancy Services Procurement: Used for professional services where quality and expertise are key.

Each method must be justified and approved according to PRAZ regulations.

6. Supplier Registration and Eligibility

To participate in public procurement, suppliers must be registered and compliant. Most entities require:

  • Valid ZIMRA Tax Clearance Certificate (ITF263)
  • Vendor Number issued by the Ministry of Finance
  • Company Registration Documents
  • NSSA Compliance Certificate
  • Proof of Experience or References

Being registered with PRAZ or the procuring entity increases your chances of being considered for tenders and ensures you are on the approved supplier list.

7. Challenges in the Procurement System

Although the system is designed to be fair, suppliers and government entities face common challenges such as:

  • Delays in tender evaluations and contract awards
  • Limited access to information by SMEs
  • Corruption or favoritism in some cases
  • Inadequate training for procurement officers
  • Failure by some suppliers to meet delivery standards

Efforts are ongoing to strengthen systems through automation, e-procurement, and stricter compliance monitoring.

8. How SMEs Can Take Advantage of Public Procurement

Public procurement offers significant opportunities for small and medium enterprises (SMEs) to grow. Here are some tips for SMEs:

  • Ensure all statutory documents (Tax Clearance, NSSA, etc.) are always valid.
  • Register early for a Vendor Number and with PRAZ where required.
  • Form partnerships or joint ventures to meet capacity requirements for larger tenders.
  • Monitor tender notices regularly in the Government Gazette and newspapers.
  • Attend pre-bid meetings to understand requirements clearly.
  • Submit professional, compliant, and competitive bids.

With preparation and compliance, SMEs can successfully compete for and win government contracts.

Conclusion

The public procurement process in Zimbabwe is designed to promote fairness, accountability, and transparency in how government resources are spent. Understanding how it works — from planning and tendering to evaluation and contract management — is essential for any business seeking to supply the public sector.

For suppliers, compliance is key. Maintain valid statutory documents, follow procurement rules, and stay informed about upcoming opportunities. For government entities, adherence to PRAZ guidelines ensures public trust and efficient service delivery.

When all parties follow the process properly, public procurement becomes a tool for national development, empowering local businesses, creating jobs, and improving public services across Zimbabwe.