REQUEST FOR SUPPLY AND DELIVERY OF CONSTRUCTION WORKS (W/RFQ/23-66/2025-2026)

Winning the REQUEST FOR SUPPLY AND DELIVERY OF CONSTRUCTION WORKS tender (Procurement Ref: W/RFQ/23-66/2025-2026) is a high-stakes opportunity. With a project value exceeding N$1.1 million, this is not a simple RFQ where the lowest price automatically wins. Instead, it’s a scored tender where every section of your submission contributes to your final score.

To succeed, you must approach this process like a professional construction consultant would: compliance first, technical strength second, financial competitiveness third. If you miss even a single document or fail to reach the 70% technical threshold, your financial proposal will not even be opened.

This blog post will guide you step by step through the tender requirements, explain why each one matters, and show you how to prepare a submission that not only avoids disqualification but also maximizes your evaluation score.

Closing Date: 10 October 2025, at 11:00 AM
Submission Venue: Ministry of Works and Transport, Room 4.18, 4th Floor, Bell Street, Snyman Circle, Windhoek

Executive Summary: The Winning Strategy

The evaluation for this tender works in three stages:

1. Administrative Compliance – All mandatory documents must be present, valid, certified, and signed. Example: if you submit a scanned copy of your company registration instead of a certified copy, you’ll be disqualified instantly.
2. Technical Evaluation – You must score at least 70% (49.5 out of 70 points). The points are distributed between staff qualifications, equipment availability, past experience, and completed projects. Example: if you only provide one artisan instead of three, you’ll miss out on 5 points that could determine the outcome.
3. Financial Evaluation – Your price must fall within ±15% of the official cost estimate (N$ 1,133,724.24). That means your total bid must land between N$ 963,665.60 and N$ 1,303,782.87. Too high or too low, and you’re out.

Only the bidder who clears all three stages — compliance, technical, and financial — will be considered for award.

Phase 1: The Mandatory Pre-Qualification (Avoid Disqualification)

Most construction bids in Namibia are disqualified before evaluation because of missing or incorrectly submitted documents. This tender has a Quotation Checklist Schedule on page 71, and you must follow it line by line.

Key Administrative Documents

• Company Registration (certified) – If your business is a Close Corporation (CC) or a (Pty) Ltd, attach the founding statement or certificate. Certification must be by Namibian Police or Commissioner of Oaths. Example: uncertified documents = disqualified.
• Good Standing Tax Certificate (original or certified) – Make sure it’s valid up to the closing date. Many companies submit expired certificates and get rejected.
• Good Standing Social Security Certificate (original or certified) – Again, check validity carefully.
• Affirmative Action Certificate – If you are a relevant employer, you need a compliance certificate. If you’re not, submit proof from the Employment Equity Commissioner. Example: SMEs with under 25 employees often qualify as “not relevant employers.”
• MSME Certificate (certified copy) – Mandatory. Even larger contractors must attach this, because the tender specifically requires it.
• Bank Letter of Intent (10%) – For projects above N$1 million, you must prove financial capacity. Ask your bank to issue a letter stating they are willing to provide 10% of your bid price. Example: if your bid is N$1.2 million, the letter should confirm at least N$120,000 support.
• Certified CVs, Qualifications, and IDs of Key Personnel – Site Managers, Engineers, and Artisans must all have certified qualifications. No “pending certification” or uncertified copies are allowed.

Tender-Specific Forms

• Quotation Letter (page 7): Fill in every blank. Confirm 90-day validity, state when you’ll commence after PO (e.g., 7 days), and a realistic completion period. Affix your company seal.
• Bid Securing Declaration (page 8): Sign, stamp, and indicate legal capacity (e.g., Director). Affix your company seal.
• Labour Undertaking (pages 9–10): Complete fully, sign, and affix seal. This is mandatory under the Labour Act.

Submission Rules

• Initial every page – Even blank pages. Missing initials = rejection.
• Use black ink only – No blue ink, no Tippex.
• Sealed envelope – Label the front with “W/RFQ/23-66/2025-2026” and the back with your company name.

Phase 2: Crafting a High-Scoring Technical Proposal (W/RFQ/23-66/2025-2026)

This is where you must score at least 70% to qualify. Evaluators will allocate points based on clear, documented evidence.

1. Technical Staff (20 Points)

• Key Personnel (5 pts): Minimum 2 qualified professionals. Example: A Site Manager with a National Diploma in Civil Engineering + a Project Engineer with 5 years’ experience.
• Artisans (10 pts): At least 3 certified tradesmen — a mason, plumber, and electrician. If you only submit one artisan, you’ll lose 8 points.
• Support Staff (5 pts): At least 3 labourers/watchmen. Provide certified IDs.

2. Plant and Equipment (10 Points)

Proof of ownership or signed hire agreements is mandatory. For example:

• Pickup truck = 5 points
• Ladders and safety ropes = 2 points
• Toolbox (plumbing/electrical) = 2 points
• Concrete mixer/wheelbarrows/shovels = 1 point

Attach vehicle registrations, invoices, or hire agreements.

3. Experience (30 Points)

• Renovation Experience (15 pts): Provide completion certificates for building renovations. Example: renovating classrooms, offices, or public buildings.
• Construction Experience (15 pts): Provide completion certificates for civil works — roads, drainage, foundations.

4. Completed Projects (10 Points)

You must list past projects under your company’s name, not subsidiaries.

• Projects worth N$0–50,000 = 2 pts
• N$50,000–100,000 = 5 pts
• N$100,000+ = 10 pts

Attach completion certificates or invoices.

Phase 3: The Financial Offer (Stay Within the Range)

Priced Activity Schedule (pages 20–21)

• Fill in all 17 items with unit rates and amounts.
• Add preliminaries at 8%.
• Add contingencies at 10%.
• Add VAT at 15%.
• Ensure your Grand Total is between N$ 963,665.60 and N$ 1,303,782.87.

Example: If you quote N$1,500,000, you’ll be disqualified for exceeding the ceiling.

Compliance Sheets (pages 22–34)

For every item (plumbing, tiling, painting, roofing, etc.):

• Mark “Comply” in Column D.
• Leave Column E blank.
• Attach brochures/spec sheets. Example: Neo Paints catalogue, Cobra tap datasheets, or IBR sheeting specs.

Phase 4: Submission Process

• Deadline: 10 October 2025, at 11:00 AM.
• Submission Method: Hand deliver to Room 4.18, 4th Floor, Ministry of Works, Bell Street, Snyman Circle, Windhoek.
• Not Accepted: Late bids or emailed bids.

Example: If you arrive at 11:05 AM, the bid box will already be sealed, and your submission won’t be opened.

Phase 5: Margins of Preference (Get an Edge)

This tender allows you to gain up to 10% scoring advantage.

• Namibian Shareholding (3%) – Attach share certificates and IDs.
• Local Materials (2%) – Declare 50% of materials are Namibian. Example: sourcing Neo Paints or Windhoek-made bricks.
• Namibian Key Personnel (2%) – At least 60% of supervisors must be Namibian citizens. Attach IDs.
• Namibian Semi-Skilled Labour (3%) – All labourers must be Namibian. Provide list and IDs.

Attach a signed declaration with all proof.

Final Winning Checklist (W/RFQ/23-66/2025-2026)

Before sealing your envelope, confirm you have:

• Quotation Letter (signed, stamped, sealed, 90-day validity)
• Bid Securing Declaration (signed, stamped, sealed)
• Labour Undertaking (signed, stamped, sealed)
• Certified Company Registration
• Tax Certificate (valid)
• Social Security Certificate (valid)
• Affirmative Action Certificate/Proof
• MSME Certificate (certified)
• Bank Letter (10% of bid)
• CVs, qualifications, and IDs (certified)
• Proof of equipment (ownership/hire)
• Completion certificates for past projects
• Compliance sheets (“Comply” marked)
• Activity Schedule (totals within range)
• Product catalogues and specs
• Margin of Preference declaration with proof
• Every page initialed in black ink
• Sealed envelope labelled correctly

Final Thoughts on REQUEST FOR SUPPLY AND DELIVERY OF CONSTRUCTION WORKS (W/RFQ/23-66/2025-2026)

This tender is designed to filter out weak bidders. It rewards contractors who can prove financial stability, technical expertise, and compliance discipline. If you follow this guide and assemble your submission properly, you stand a strong chance.

But remember: the closing date is 10 October 2025 at 11:00 AM. If your bid isn’t in the box by then, all your preparation is wasted.

For those who feel overwhelmed, we can take care of the entire tender application process:
👉 Tender Application Assistance

We’ll prepare the compliance pack, review your technical response, and submit on time. You focus on your business — we handle the paperwork.

Also, check Namibia’s e-procurement portal daily: egp1.gov.na. Tenders like this are posted every day, and missing even one can mean missing out on millions.

Don’t let another company take this contract because you delayed. Act now, assemble your documents, and submit correctly.

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