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SUPPLY AND DELIVERY OF BRANDED PROMOTIONAL ITEMS FOR THE NAMIBIA QUALIFICATIONS AUTHORITY (NQA)
If you are a Namibian supplier aiming to win the Supply and Delivery of Branded Promotional Items for the Namibia Qualifications Authority (NQA), this is your full step-by-step playbook. I’ll break down exactly what the NQA is asking for, which documents are non-negotiable, how to structure your quotation, and the secret weapon—Margin of Preference (MoP)—that could tip the scales in your favour.
This is written from the desk of a local consultant who has helped countless SMEs across Namibia secure government tenders. Let’s unpack this opportunity.
Closing Date & Time: 16 October 2025, 10:00 (Windhoek time)
Submission Address: Bid Box at Namibia Qualifications Authority, Head Office, Corner Simeon Shixungileni & Dr. W. Külz Street, Windhoek
Bid Validity: 90 days
Delivery Period: 30 working days after Purchase Order
Why this RFQ is a golden opportunity
For Namibian branding companies and suppliers of promotional merchandise, this tender is high-value. NQA requires 2,430 branded promotional items ranging from lanyards and flash drives to tote bags and notebooks. Every single item must carry the official NQA logo.
The evaluation is based on lowest evaluated responsive quotation. That means compliance is everything—if you miss a document, your bid is thrown out. If you’re compliant and smart with your pricing, you’re in the running.
Buyer details
- Buyer: Namibia Qualifications Authority (NQA)
- Procurement Method: Request for Sealed Quotations (Goods)
- Procurement Ref: G/RFQ/NQA–25/2025/26
Exact compliance checklist (don’t miss these)
Here is the non-negotiable list of documents. Failure to attach even one results in immediate disqualification. All certified copies must be signed by a Commissioner of Oath.
| Requirement | What to Attach / Do | Namibia-Specific Tip |
|---|---|---|
| Company Registration | Certified copy of Founding Statement (with amendments) & Certificate of Incorporation | Ensure ownership/shareholding is clearly visible |
| Tax Good Standing (NAMRA) | Original or certified copy valid on 16 Oct 2025 | Get this early; NAMRA lines can delay |
| Social Security Good Standing | Original or certified copy valid on 16 Oct 2025 | Don’t wait until last week to request |
| Affirmative Action Compliance | Certificate, or exemption proof from EEC, or “not a relevant employer” proof | SMEs often forget this—include it |
| Written Undertaking (Labour Act) | Signed undertaking from tender pack | Display at workplace once contract starts |
| Bid Securing Declaration | Use template in quotation letter (page 8) | Check signature and date carefully |
| Two Reference Letters | From corporate clients supplied with branded goods in last 3 years | Ensure letters are on official letterhead with stamp |
| Initial all pages | Every page of your bid must be initialled | Forgetting this is an automatic fail |
The products you must supply (G/RFQ/NQA–25/2025/26)
You are quoting for a full package of 2,430 branded items. Below are examples:
- Lanyards (300 pcs): Sublimation print on both sides.
- Ballpoint Pens with Stylus (350 pcs): Pad print below clip.
- Stationery Kits (200 pcs): Pad print in centre.
- Jute Tote Bags (60 pcs): Digital direct print on front.
- Flash Drives 16GB (60 pcs): Digital print on swivel.
- Notebooks (110 pcs total, different styles): Debossed logo.
- Drawstring Bags (200 pcs): Screenprint in 1 colour.
- Backpacks (50 pcs): Screenprint in 2 colours.
Tip: Attach product catalogues and technical sheets for each item. This reassures evaluators your branding methods comply.
Margin of Preference (MoP) – your winning edge (G/RFQ/NQA–25/2025/26)
Namibia’s procurement law allows up to 10% preference margin if you qualify in certain categories. That means your bid price can effectively be lowered during evaluation.
| Category | Margin | Evidence Needed |
|---|---|---|
| Manufacturer (local content) | 2% | Founding Statement + declaration under oath |
| MSME (51% Namibian-owned) | 1% | SME Certificate + ownership declaration |
| Women-Owned (51%) | 1% | IDs, Founding Statement, sworn declaration |
| Youth-Owned (51%, ages 16–35) | 2% | IDs, Founding Statement, sworn declaration |
| Previously Disadvantaged Persons | 2% | IDs, ownership declaration |
| Environmental Protection | 1% | Declaration under oath |
| 50%+ Namibian Staff | 1% | IDs of staff + sworn declaration |
Action: Prepare a “Margin of Preference Dossier” with clear supporting evidence. Don’t expect evaluators to guess—make it obvious.
Pricing, submission & contractual strategy
- Currency: Quote in Namibian Dollars (N$) only.
- VAT: Provide prices both excluding and including VAT.
- Validity: 90 days fixed price.
- Delivery: 30 working days after PO.
Submission instructions:
- Submit in a sealed envelope.
- Write G/RFQ/NQA–25/2025/26 on the front.
- Put your company name and contacts at the back.
- Drop in the NQA Bid Box before 16 October 2025, 10:00.
- No email submissions allowed.
Common mistakes that disqualify bidders (G/RFQ/NQA–25/2025/26)
- Forgetting to initial pages.
- Missing validity period on quotation letter.
- Submitting expired certificates.
- Attaching reference letters without stamp or date.
- Deviating from branding specifications without proof of equivalence.
Avoid these and you’re already ahead of 50% of your competitors.
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.
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How to win this tender – step-by-step Namibia guide
- Start with compliance – assemble your documents in the order listed.
- Complete the forms properly – quotation letter, bid securing declaration, compliance sheets.
- Add technical brochures – show branding quality.
- Price competitively – use our free Tender Bid Calculator to calculate costs and profit: Bid Calculator Namibia.
- Submit early – don’t risk Windhoek traffic on the morning of 16 Oct.
How to never miss another Namibian tender
All tenders, including this one, are listed on the Government e-Procurement Portal: https://egp1.gov.na/.
We also update current tenders here: Namibia Tenders – Elidge.
If you don’t have the time or admin muscle to chase tenders, we can handle it for you. My team prepares compliant submissions, from company registration to bid delivery. Click here: Tender Application Assistance.
If you’re thinking “This sounds great, but I don’t have time…”
That’s exactly where we step in.
📍 We only work with registered Namibian businesses
📍 Free initial consultation — we show you where to start
📍 Fast, confidential service
Let us do the paperwork while you focus on running your business. Book here: Tender Application Assistance.
Final Thoughts on Supply and Delivery of Branded Promotional Items for NQA (G/RFQ/NQA–25/2025/26)
This is a lucrative opportunity for branding and merchandise suppliers in Namibia. The contract is short-term (30 working days delivery) but high in visibility. If you get this right, not only do you supply 2,430 items, but your products will be used by the NQA across the country—great for your portfolio.
But don’t forget—the clock is ticking. Closing date is 16 October 2025 at 10:00 sharp. Competitors are already preparing. Don’t wait until the last week.
Act now, secure your compliance documents, calculate your bid price with our free calculator, and let us review your pack before you submit. Opportunities like this don’t come twice.
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Join global investors scaling across 54 African jurisdictions with our business registration services.
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