SENDING OF UNACCOMPANIED LUGGAGES TO THE NAMIBIAN HIGH COMMISSION IN LONDON, UK

If you’re looking to win the tender for the SENDING OF UNACCOMPANIED LUGGAGES TO THE NAMIBIAN HIGH COMMISSION IN LONDON, UK, you’ve come to the right place. As a Namibian business consultant who has helped SMEs secure government contracts, I’ll break down exactly what’s required, which documents you need, and how to package your quotation so that it’s both compliant and competitive.

Procurement Reference Number: NCS/RFQ/07-82/2025
Closing Date: Wednesday, 03 September 2025 at 11:00
(Note: This date may conflict with the advertised timeline. Confirm immediately with the Ministry of International Relations and Trade before submission.)

Why this tender is a unique opportunity

This is a niche logistics contract. The Ministry of International Relations and Trade (MIRT) needs eight pieces of unaccompanied luggage shipped from Windhoek to the Namibian High Commission in London. It’s a relatively small-volume, high-responsibility contract—perfect for SMEs in logistics, shipping, and courier services looking to build credibility in the international transport space.

Award criteria? Lowest priced, technically compliant bid. That means if you meet every compliance box and offer a competitive all-inclusive price, the job is yours.

Tender essentials at a glance

Step 1: Attend the mandatory site visit

• Date & Time: Tuesday, 30 September 2025 at 14:30
• Venue: Ministry of International Relations and Trade, Robert Mugabe Street, Windhoek

This is non-negotiable. You’ll view the luggage, confirm dimensions and weight, and ask any technical questions. Miss it and you’re automatically disqualified.

Step 2: Gather all mandatory compliance documents (NCS/RFQ/07-82/2025)

Your bid will fail instantly without these certified documents. Tick them off carefully:

• Company Registration Certificate or Founding Statement
• Certified ID copy of owner/authorized signatory
• Valid Tax Good Standing Certificate (from NAMRA)
• Valid Social Security Good Standing Certificate
• Affirmative Action Compliance Certificate (or exemption)
• SME Certificate (if applicable)
• Signed Quotation Letter (Section II)
• Bid Securing Declaration (Section III)
• Written Undertaking on compliance with Labour Act (Section IV)
• Quotation Checklist Schedule (final pack checklist – tick everything attached)

Step 3: Price your quotation correctly

The Ministry requires a single all-inclusive price for transporting all eight items.

What to include in your price:

• Collection from MIRT offices
• Packaging (if needed)
• Export and import customs clearance
• Freight charges (air preferred for speed)
• Insurance cover
• Final delivery to the Namibian High Commission in London
• 15% VAT

Important tip: The contract mentions a 3-day delivery period. This is unrealistic for international shipping. Quote a realistic delivery timeline (e.g., 10–14 working days) while showing readiness to move immediately upon award.

Step 4: Technical compliance (NCS/RFQ/07-82/2025)

List each item on the compliance sheet and mark “Comply” without deviations.

The luggage list:

1. Black Container – 82cm x 55cm x 39cm – 27 kg
2. Black Container – 82cm x 55cm x 39cm – 26 kg
3. Black Container – 82cm x 55cm x 39cm – 24 kg
4. Black Container – 76cm x 53cm x 46cm – 34 kg
5. Black Container – 76cm x 53cm x 46cm – 26 kg
6. Black Container – 67cm x 43cm x 42cm – 14 kg
7. Suitcase – 50cm x 34cm x 88cm – 30 kg
8. Suitcase – 50cm x 27cm x 75cm – 17 kg

Total Weight: ~198 kg

Attach a short logistics plan: your courier partners, customs processes, tracking methods, and delivery assurance.

Step 5: Package and submit your bid

• Initial every page of your bid
• No correction fluid (Tippex) allowed—cross out errors, sign, and date
• Seal your bid in an envelope and clearly mark: Procurement Reference Number: NCS/RFQ/07-82/2025 Ministry of International Relations & Trade Your company name and contact details (on back)
• Submit by hand delivery or bid box only. Email submissions not accepted.

Winning strategy summary

1. Confirm the real deadline – The RFQ shows a conflict between the issue date and closing date. Call MIRT immediately.
2. Do not miss the site visit – attendance is mandatory.
3. Quote inclusively – all freight, customs, insurance, VAT included.
4. Be realistic on delivery – 10–14 days is acceptable for UK freight; explain why.
5. Prove reliability – attach a company profile, logistics process, and freight partner evidence.

Where to find more tenders in Namibia

All official tenders are posted on the Namibian Government eProcurement Portal. New opportunities are released daily.

You can also browse updated lists of available tenders in Namibia here.

Don’t want the hassle of tender paperwork?

If you’re thinking, “This looks like a good opportunity, but I don’t have the time or experience to prepare all these documents”—we get it.

That’s exactly what my team does:
📍 We only work with registered businesses
📍 Free initial consultation to assess your eligibility
📍 Full-service: registration, compliance certificates, bid compilation, and submission

👉 Book help here: Tender Application Assistance

Focus on running your business while we handle the paperwork.

Bonus tool: Namibia’s Tender Bid Calculator

Want to price tenders accurately and profitably? Use Namibia’s only Tender Bid Calculator here: Bid Pricing Calculator in NAD. It helps you add materials, labour, overheads, logistics, and profit margin to get your final bid price—100% tailored for Namibian tenders.

Final Thoughts on SENDING OF UNACCOMPANIED LUGGAGES TO THE NAMIBIAN HIGH COMMISSION IN LONDON, UK (NCS/RFQ/07-82/2025)

This tender is straightforward but unforgiving. Miss a document, skip the site visit, or quote incorrectly—and you’re out. Play it right, and you’ll secure an international logistics contract that strengthens your track record with the Namibian government.

The deadline is close, and competitors are already preparing. Don’t be the bidder who “almost applied.” Move now, secure compliance, and let us review your bid pack before submission.

👉 Click here to get expert help—limited slots available before deadline.

Provision of Refuse Removal and Disposal Services for Onesi Settlement

SUPPLY AND DELIVERY OF BRANDED PROMOTIONAL ITEMS FOR THE NAMIBIA QUALIFICATIONS AUTHORITY (NQA)

SUPPLY AND DELIVERY OF SAND REMOVAL EQUIPMENT FOR ROAD MAINTENANCE

Supply & Delivery of Hydraulic Oil, Engine Oil and Grease for Mechanical Workshop – RBC

Supply and Delivery of Uniforms for Emergency Care Practitioners in Namibia’s Khomas Region