ONCE-OFF PROCUREMENT FOR THE RENTAL OF SHOW STAND, SETUP AND DISMANTLING AT WINDHOEK SHOW GROUNDS (SEPTEMBER 2025)

If you’re aiming to win the tender for the ONCE-OFF PROCUREMENT FOR THE RENTAL OF SHOW STAND, SETUP AND DISMANTLING AT WINDHOEK SHOW GROUNDS (SEPTEMBER 2025), this consultant-style guide will walk you through everything you need to know. From compliance to pricing to presentation, I’ll unpack the details step-by-step so you can submit a winning bid.

Procurement Ref Number (Secondary Keyword): NCS/RFQ/TN-188/2025

Closing Date: 19 September 2025 at 14h30

Why this Tender Matters (and How You Can Win It)

The Windhoek Show is one of the largest annual exhibitions in Namibia, attracting both corporate and government stakeholders, as well as thousands of visitors. By winning this tender, your company will not only earn revenue but also gain visibility for future contracts.

The buyer—Telecom Namibia—is looking for a contractor who can deliver a professional, branded stand that reflects their corporate identity and can withstand high visitor traffic.

Here’s why this is a high-value opportunity:

• National visibility: Government-linked contracts like this one act as a trust signal to future clients.
• Quick turnaround: This is a once-off, time-sensitive procurement, giving SMEs an equal chance to compete.
• Long-term leverage: A successful execution can become a strong case study for future event and exhibition tenders.

To win, your bid must do three things:

1. Pass compliance – missing documents will disqualify you immediately.
2. Show technical excellence – your 3D stand design and logistics plan must stand out.
3. Be price competitive – after compliance, the lowest evaluated price usually wins.

What the Buyer Wants

The tender calls for the rental, setup, and dismantling of an exhibition stand at the Windhoek Show Grounds in September 2025. The specifications include:

• Lockable display cabinets – for showcasing Telecom Namibia products securely.
• LED screen integration – a built-in screen for presentations and demos.
• Secure storeroom – a small backroom for storing brochures, tech devices, or giveaways.
• Three-person sales counter – fitted with lock points for laptops and customer engagement.
• Space for equipment – designated area for a printer and technical equipment.
• Comfort seating – a sofa for customer consultations.
• Durable flooring – robust, easy-to-clean surfaces for heavy foot traffic.
• Telecom Namibia branding – consistent use of logos, colours, and corporate style.

In short, the stand must be functional, visually attractive, durable, and safe.

Essential Compliance Documents (Do Not Miss These!)

Public procurement in Namibia follows strict rules under the Public Procurement Act, 2015. Missing one required document will disqualify your bid, no matter how good your design is.

Here’s your compliance checklist:

1. Company Registration Certificate – certified copy.
   • Example: Close Corporation or Pty Ltd registration.
2. Good Standing Tax Certificate – valid beyond 19 September 2025.
   • Example: A Tax Clearance Certificate issued by NAMRA.
3. Good Standing Social Security Certificate – valid, or proof of exemption.
4. Affirmative Action Compliance Certificate – or proof that you’re not a relevant employer.
5. SME Certificate – if applicable. This unlocks margin of preference points.
6. Bid Securing Declaration – a signed undertaking (replaces bid security payment).
7. Technical Proposal – detailed design, drawings, or renders of the exhibition stand.
8. Three (3) Reference Letters – specifically for event or exhibition work.
   • Example: A letter from Namibia Tourism Board acknowledging a successful stand setup.
9. Pricing Schedule – broken down into unit costs and totals.
10. Signed Undertaking on Wages – compliance with the Labour Act.

Key Dates & Submission Details

📌 Tip: Deliver your bid at least a day early. Namibian procurement offices close submissions sharply at the stated time, and late bids go straight into the rejection pile.

How to Structure a Winning Bid

1. Technical Strength

Your technical submission is more than paperwork—it’s your chance to impress.

• Provide 3D renders of the stand, showing both day and night lighting effects.
• Include material samples or descriptions (e.g., laminated wood for counters, LED screen specs).
• Show branding integration – use Telecom Namibia’s blue, white, and orange palette.

👉 Example: If your render shows customer flow from entrance → display → demo screen → sales counter → exit, evaluators can easily visualise the customer journey.

2. Logistics Plan

A professional logistics plan sets you apart. Include:

• Setup timeline – number of days before the event you’ll need.
• Crew list – carpenters, electricians, branding specialists.
• Transport method – e.g., flatbed truck for large panels.
• Health & Safety measures – ensure compliance with occupational health standards.

👉 Example: State that your team will deliver and install the stand 72 hours before opening, with final branding applied 24 hours before launch.

3. Price Competitively

Procurement law requires fixed, all-inclusive prices. That means no hidden costs or conditional pricing.

Break your price into:

• Stand rental
• Setup labour
• Branding
• Dismantling
• Transport & insurance

👉 Example: Instead of quoting NAD 120,000 flat, break it down into NAD 80,000 (stand rental), NAD 20,000 (setup), NAD 10,000 (dismantling), NAD 10,000 (transport/insurance). This shows transparency.

4. References & Track Record

Attach three reference letters with these details:

• Contract title
• Scope of work (e.g., stand rental and branding at Ongwediva Trade Fair)
• Duration and value
• Performance feedback (e.g., “delivered on time, quality stand, no issues”)

Strong references make evaluators comfortable awarding you the contract.

How to Access & Apply for Tenders in Namibia

Stay proactive by monitoring:

• Namibia eProcurement Portal: https://egp1.gov.na/
• Available tenders this month: See list
• Elidge Tenders Page: Browse here

Don’t Have Time for Tender Paperwork?

If you’re reading this and thinking, “This looks like a good opportunity, but I don’t have the time or skills to handle all the paperwork”—I completely understand. Tender submissions can be overwhelming.

That’s why my team offers a done-for-you tender application service.

We:
📍 Prepare and compile all documents
📍 Ensure 100% compliance
📍 Submit on time
📍 Help you focus on your business while we handle admin

➡ Book your consultation here: Tender Application Assistance

Final Thoughts on ONCE-OFF PROCUREMENT FOR THE RENTAL OF SHOW STAND – NCS/RFQ/TN-188/2025

This tender is more than a contract—it’s a chance to showcase your company on a national stage. The competition will be tough, but if you:

• Submit all compliance documents
• Deliver a strong technical design
• Provide a clear logistics plan
• Price competitively

…you stand an excellent chance of winning.

⚠️ Don’t wait. The closing date is 19 September 2025 at 14h30. If you miss it, your competitors will take the opportunity.

👉 Let us help you win

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