Supply & Delivery of M324, M519, M537 and M510 Batteries — Tender Guide for the Municipality of Walvis Bay (Ref: G/IQ/MWB-103/2025)
The Supply & Delivery of M324, M519, M537 and M510 Batteries tender is one of the key opportunities currently open at the Municipality of Walvis Bay. This is a price-driven tender, which means that the lowest-priced, fully compliant bidder will win. If you fail to attach just one document or mislabel a form, your bid will be thrown out before your price is even considered.
In this blog, I’ll break down exactly what you need to do — step by step — to prepare a winning, fully compliant bid for this opportunity. Think of this as your consultant’s roadmap: I’ll explain what each requirement really means, give examples of how to present your information, and highlight common mistakes bidders make so you can avoid them.
Closing Date & Time: 30 September 2025 at 11:00 AM
Bid Reference Number (Secondary Keyword): G/IQ/MWB-103/2025
Award Rule: Lowest evaluated, substantially responsive quotation
Phase 1: The Absolute Rule — 100% Compliance is Non-Negotiable
This tender is administration-heavy. The Municipality uses a strict gatekeeping process: before they even open your price, they check if every required document is included, valid, and certified. If anything is missing, expired, or incorrectly signed, you’re disqualified immediately.
The Mandatory Eligibility Documents Explained (Ref: G/IQ/MWB-103/2025)
Here’s the checklist of 10 documents you must submit, plus consultant-style notes to help you pass the compliance test:
| # | Document Required | Consultant Notes & Examples |
|---|---|---|
| 1 | Certified NamRA Good Standing Certificate | Proves you’re tax compliant. Must be certified by NAMPOL or Commissioner of Oaths. Example: If your certificate expires on 15 Oct 2025, you’re safe. But if it expires on 25 Sept 2025, you’re out. |
| 2 | Affirmative Action Compliance Certificate OR EEC letter | If you employ >25 people, you need the full AA certificate. If you don’t, request a letter from the Employment Equity Commission (stamped & signed). |
| 3 | Certified SSC Good Standing Certificate | Must be issued within 30 days before submission (on or after 31 Aug 2025). If your certificate is dated 15 July 2025, it won’t count. |
| 4 | Company Registration Certificate (certified) | Close Corporation (CC) or Pty documents. Must list your business activity as “Auto parts/general products.” If it only says “Cleaning Services,” you risk rejection. |
| 5 | Written Undertaking (Labour Act Compliance) | Use the provided form (pages 10–11). Fill every field and sign. Don’t leave the wage schedule blank. |
| 6 | BIPA Good Standing Certificate (certified) | Many bidders forget this. Get it fresh from BIPA and certify it. |
| 7 | Complete Bidding Document | Every page must be initialled. Tip: Assign one person to go page by page and stamp/initial — it’s boring but saves you from automatic rejection. |
| 8 | Bank Account Confirmation (≤ 6 months old) | Request from your bank. Must show account name, number, and bank letterhead. If issued before 30 March 2025, it’s invalid. |
| 9 | Reference Letter/Completion Certificate (similar supply) | This proves you can deliver. Example: A letter from another council stating, “XYZ CC supplied Willard batteries in 2024 and performed satisfactorily.” |
| 10 | Bid Securing Declaration (pages 5–6) | A signed legal statement. Errors here = fatal. Don’t white-out or correct mistakes — redo the form if necessary. |
⚠️ Special warning: Page 8 of the tender disqualifies bidders with:
- More than two pending purchase orders with the Municipality
- A history of poor service or refusing awards
If either applies to you, consider whether it’s worth submitting.
Phase 2: Understanding the Products You Must Supply
This tender is very specific: you must supply Willard batteries only. Substitutions or “equivalents” will get you disqualified because the compliance sheet requires exact matches.
Required Products (Ref: G/IQ/MWB-103/2025)
- Item 1: 1 × Willard Battery, Model 622 (Municipal Code M324)
- Item 2: 1 × Willard Battery, Model 621 (Municipal Code M519)
- Item 3: 1 × Willard Battery, Model 652 (Municipal Code M537)
- Item 4: 1 × Willard Battery, Model 652 (Municipal Code M510)
👉 Important note: Items 3 and 4 are both Willard 652, but they’re listed separately because of different municipal codes. If you merge them in your quotation, procurement will treat it as non-responsive.
Service Requirements
- Delivery: Within 7 days of purchase order. If you can deliver faster, mention it — it shows capacity.
- Quantity variance: ±10%. Example: If they order 1 unit, they can later ask for 1.1 or 0.9 units — you must stick to your quoted unit price.
- Warranty: Must be new, unused batteries. You must cover defects and provide quick replacements.
Phase 3: Completing the Bid Forms Correctly
This is where many bidders trip up — not because they can’t supply the product, but because they mess up the paperwork.
Step A: Quotation Form (Pages 1–3)
- Fill in company details (page 1)
- Pricing Table (page 2):
- Quote unit price excl. VAT
- Fill in subtotals & grand total (incl. VAT)
- State country of origin (South Africa, if applicable)
- Delivery & Validity: Confirm both in writing
- Signature: Don’t forget to sign page 3
Step B: Specifications & Compliance Sheet (Pages 4–5)
Fill it like this:
- Column C: “Willard 622 — COMPLY” (or 621 / 652 as applicable)
- Column D: “NONE” (since you’re fully compliant)
- Sign-off at the bottom (company rep, position, date)
Step C: Bid Securing Declaration (Pages 5–6)
Double-check spelling of your company name. If your official registration says “ABC Trading CC” but you sign as “ABC Traders CC,” it can be rejected.
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Step D: Written Undertaking (Pages 10–11)
This confirms you’ll comply with the Labour Act. Fill in employee details, wages, and conditions truthfully.
Phase 4: Pricing Strategy — Be the Lowest, But Smart
Since this is a price-based award, your strategy is simple: be the cheapest, fully compliant supplier.
How to calculate correctly:
- Work out your landed cost: Supplier price + transport + overheads.
- Add profit margin: Keep it lean — you’re competing against other suppliers.
- Calculate VAT separately: Always show both excl. VAT and incl. VAT.
Example Price Breakdown (illustrative only) (Ref: G/IQ/MWB-103/2025)
| Item | Model | Qty | Unit Price (excl. VAT) | Subtotal (excl. VAT) |
|---|---|---|---|---|
| M324 | Willard 622 | 1 | N$ 2,100 | N$ 2,100 |
| M519 | Willard 621 | 1 | N$ 2,050 | N$ 2,050 |
| M537 | Willard 652 | 1 | N$ 2,300 | N$ 2,300 |
| M510 | Willard 652 | 1 | N$ 2,300 | N$ 2,300 |
| Subtotal (excl. VAT) | N$ 8,750 | |||
| VAT @ 15% | N$ 1,312.50 | |||
| Grand Total (incl. VAT) | N$ 10,062.50 |
💡 Use our free Tender Bid Calculator to check your numbers:
👉 https://www.elidge.com/bid-pricing-calculator-namibian-dollars/
Phase 5: Packaging & Submitting Your Bid
This is your last hurdle. Many bidders lose because of careless packaging.
How to Package
- Use a sealed envelope
- Label it with:
- Quotation Reference No: G/IQ/MWB-103/2025
- Tender Title: Supply & Delivery of M324, M519, M537 and M510 Batteries
- Your company name & contact details
Document Order (recommended)
- Quotation Form (pages 1–3)
- Specs & Compliance Sheet (pages 4–5)
- Bid Securing Declaration (pages 5–6)
- Labour Undertaking (pages 10–11)
- Certified supporting documents (eligibility checklist)
Submission
Deliver by hand before 11:00 AM on 30 September 2025 at the address on page 1 of the tender. Late bids are rejected automatically.
Winning Strategy Recap (Ref: G/IQ/MWB-103/2025)
- Compliance is king: Missing 1 doc = automatic rejection.
- Lowest price wins: Sharpen your margins.
- Two Willard 652s: Don’t merge them — list separately as M537 and M510.
- 7-day delivery: State it clearly.
- Strong reference: Submit a solid reference letter for similar supply.
Final Thoughts on Supply & Delivery of M324, M519, M537 and M510 Batteries (Ref: G/IQ/MWB-103/2025)
This is a straightforward, price-driven tender. Your success depends on two things: (1) perfect compliance, and (2) the lowest possible price. Think of compliance as your “ticket to the game” — without it, your price won’t even be looked at. Once you’re compliant, it’s a race to be the cheapest bidder.
Don’t underestimate this tender: many businesses lose because of tiny admin mistakes (like forgetting to certify a document or not signing a page). If you follow this guide, you’ll avoid those pitfalls and give yourself the best chance to secure the contract.
If you don’t have the time or experience to prepare this bid yourself, let us handle it for you.
📍 We only work with registered businesses
📍 Free consultation to assess your eligibility
📍 We prepare and submit the entire bid for you
👉 Book here: https://www.investinginnamibia.com/tender-application-assistance/
👉 Government e-procurement portal: https://egp1.gov.na/
👉 Current tenders list: https://www.elidge.com/category/tenders-in-namibia/
And remember: before you quote, run your numbers through the Tender Bid Calculator to ensure you don’t underquote or overquote. It’s free and tailored for Namibia.
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While Western economies face saturation and sluggish growth, African markets are booming. Namibia offers a highly politically stable, safe, business-friendly gateway to the African continent.
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