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Supply & Delivery of Hydraulic Oil, Engine Oil and Grease for Mechanical Workshop – RBC
If you’re aiming to win the Supply & Delivery of Hydraulic Oil, Engine Oil and Grease for Mechanical Workshop – RBC tender from the Municipality of Walvis Bay, here’s your Namibia-specific playbook—straight from the desk of a local business consultant who has helped SMEs secure procurement contracts across the country. We’ll unpack exactly what documents are compulsory, how to structure your quotation, and how to stay fully compliant under the Public Procurement Act (Act 15 of 2015).
Procurement Reference Number: G/RFQ/MWB-45/2025
Closing Date & Time: 30 September 2025, 11:00 (Walvis Bay time)
Submission Venue: Quotation/Bid Box, 1st Floor, Municipality of Walvis Bay, Civic Centre, Nangolo Mbumba Drive.
Bid Validity: 60 days from submission deadline.
Delivery Period: 14 days after Purchase Order/Letter of Acceptance.
Why this RFQ is a big opportunity
This is a fast-turnaround, price-based RFQ. The Municipality needs specific lubricants and greases for its Mechanical Workshop. Evaluation is based on lowest responsive price, meaning the award goes to the bidder who is both fully compliant and cheapest. For suppliers in Namibia’s automotive oils and lubricants sector, this is a straightforward but competitive chance to supply bulk oils.
The non-negotiable compliance checklist
If you miss even one of these documents, you will be disqualified. Double-check every page before submission.
| Requirement | What to Attach | Namibia-specific Tip |
|---|---|---|
| NAMRA Tax Good Standing | Certified copy from Namibia Revenue Agency | Must be valid on 30 Sept 2025 |
| Affirmative Action Certificate | Compliance certificate OR exemption letter from EEC | SMEs often overlook this—don’t |
| Social Security Good Standing | Issued within 30 days of closing date | Get it early to avoid delays |
| Company Registration | Certified founding statement or certificate | Must clearly state oil/lubricants supply |
| BIPA Good Standing | Certified valid certificate | Apply early—delays common |
| Labour Act Written Undertaking | Signed form (pages 9–10 of RFQ pack) | Display at workplace post-award |
| Initialled Bid Document | All pages initialled | Non-initialled pages = disqualification |
| Bank Confirmation Letter | Issued within last 6 months | Must show account name and date stamp |
| Municipal Record | No more than 2 outstanding awards, no poor service record | Contact Municipality if unsure |
| Reference Letter | At least one certified letter for supplying oils/greases | Use recent, public sector jobs |
| Bid Securing Declaration | Signed (pages 7–8) | This replaces monetary bid bond |
What you must supply (and price correctly)
The RFQ requires all items below. Your price schedule (page 11) must include VAT and exclude VAT.
| Item No. | Description | Quantity | UOM |
|---|---|---|---|
| 1 | Hydraulic Oil 68 | 8 | Each |
| 2 | Engine Oil 15W40 | 2 | Each |
| 3 | Grease Multipurpose | 15 | Each |
⚠️ Important: The specification & compliance sheet (pages 13–14) is blank. You must contact the Municipality for official specs before completing. Typically, specs include ISO/ASTM standards, API service categories, or NLGI grease grades.
Contact: Hans Kadhila (081 141 5282) or procurement@walvisbaycc.org.na
Pricing & submission strategy
- Currency: Namibian Dollars (NAD) only.
- Prices: Must remain fixed for 60 days. No conditional discounts.
- VAT: Provide both inclusive and exclusive totals.
- Delivery: All items within 14 days of PO. No deviations allowed.
- Submission: Place one sealed envelope in the bid box. Mark clearly with G/RFQ/MWB-45/2025 on the front, and your company details on the back.
Step-by-step action plan to win
- Download tender pack from Government eProcurement Portal.
- Gather all certificates (tax, SSC, BIPA, Affirmative Action) – ensure validity.
- Complete and sign all forms: Quotation Letter, Price Schedule, Bid Securing Declaration, Compliance Sheet.
- Attach references: Preferably public-sector supply of oils/greases.
- Prepare sealed envelope: Label correctly, initial all pages.
- Submit before 11:00 on 30 Sept 2025: No late or emailed bids accepted.
Avoid these common mistakes
- Forgetting to initial each page.
- Submitting expired certificates.
- Leaving VAT out of the price schedule.
- Failing to get official specifications (risk = non-responsive bid).
- Submitting references for unrelated goods (e.g., uniforms).
If this feels overwhelming…
If you’re thinking: “This is a great opportunity, but I don’t have the time or expertise to handle all the paperwork”—I get it. Preparing a winning tender is time-consuming. That’s exactly what my team does.
We help Namibian SMEs:
📍 Register businesses (Business Registration in Namibia)
📍 Secure compliance certificates (BIPA, SSC, NAMRA, Affirmative Action)
📍 Complete bid documents and declarations
📍 Submit sealed, fully compliant bids on time
👉 Click here to book our done-for-you service: Tender Application Assistance.
Instead of losing time and risking disqualification, let us do it while you focus on running your business.
Stop Waiting on Stagnant Markets.
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Use Namibia’s first Bid Pricing Calculator
Before you submit, try our Tender Bid Calculator—the only one of its kind in Namibia. It factors in materials, labour, overhead, logistics, and profit margin so you price accurately and competitively.
Free tool here: Bid Pricing Calculator Namibia.
Where to find more tenders
Looking for more tenders? Check:
New opportunities are released daily. Don’t miss out.
Final Thoughts on Supply & Delivery of Hydraulic Oil, Engine Oil and Grease – G/RFQ/MWB-45/2025
This RFQ is a classic Namibia “lowest price, full compliance” opportunity. The Municipality of Walvis Bay has made it clear: deliver all required documents, fill in every page, and price aggressively. If you tick every compliance box and stay the lowest, you win.
But time is short. The closing date is 30 September 2025 at 11:00. Competitors are already preparing their bids. If you wait, you’ll only read the award notice in someone else’s name.
⚠️ Don’t miss your chance. Act today—either prepare your bid now or let us take it off your hands with our Tender Application Assistance Service.
Supply and Delivery of Uniforms for Emergency Care Practitioners in Namibia’s Khomas Region
Supply and delivery of Reflective Vests (Municipality of Walvis Bay)
Stop Waiting on Stagnant Markets.
Strike Gold in Africa.
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.
Join global investors scaling across 54 African jurisdictions with our business registration services.
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