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REQUEST FOR CATERING SERVICES FOR THE ENGAGEMENT OF TRADITIONAL LEADERS, COMMUNITIES & POLITICAL LEADERS ON REDUCTION OF NEW HIV INFECTIONS (KONGOLA)
Winning Namibian government tenders is about compliance, speed, and value. The REQUEST FOR CATERING SERVICES FOR THE ENGAGEMENT OF TRADITIONAL LEADERS, COMMUNITIES & POLITICAL LEADERS ON REDUCTION OF NEW HIV INFECTIONS (KONGOLA) tender, issued under Procurement Reference Number NCS/RFQ/10-137/2025-2026, is a golden opportunity for catering companies, hospitality businesses, and SME food suppliers in Namibia—especially those in the Zambezi Region.
This detailed blog unpacks exactly what you need to do to submit a fully compliant quotation that passes evaluation and positions you to win. Everything you need—from compliance documents to pricing strategy—is covered below.
Why this catering tender matters
This tender is part of the government’s health-focused community engagement drive in the Zambezi Region. The event, running from 23–25 September 2025, will host traditional leaders, community members, and political leaders to discuss strategies for reducing HIV infections. Winning suppliers not only secure a paying contract but also build credibility as trusted government service providers, opening the door to future catering opportunities across ministries and agencies.
The tender represents more than just catering—it is about being part of a nationwide mission to reduce HIV infections and empower communities. By winning, your company associates itself with a high-profile national cause that boosts your reputation and visibility.
Closing Date: 15 September 2025, 10:00 (Windhoek time)
Submission Venue: Quotation/Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek
Contracting Entity: Ministry of Education, Innovation, Youth, Sports, Arts and Culture
What the Ministry wants
The Ministry requires catering services for a three-day event in Kongola, Zambezi Region.
Key expectations include:
- Meals & Refreshments: Breakfast, lunch, and tea breaks for leaders and attendees.
- Local Cuisine: Menus that feature Namibian traditional dishes alongside balanced meals suitable for formal engagements.
- Food Safety: Hygiene and food handling must comply with national standards.
- Service Delivery: Proper setup of catering stations, reliable service staff, and punctual delivery of meals.
- Capacity: Ability to serve a medium-to-large group (estimate 120–200 attendees).
- Professionalism: Presentation should reflect the status of traditional and political leaders attending the workshop.
The Ministry expects bidders to demonstrate not only their ability to cook and serve but also their capacity to manage logistics in Kongola, a rural but strategic venue in the Zambezi Region.
Primary keyword: REQUEST FOR CATERING SERVICES FOR THE ENGAGEMENT OF TRADITIONAL LEADERS, COMMUNITIES & POLITICAL LEADERS ON REDUCTION OF NEW HIV INFECTIONS (KONGOLA)
Secondary keyword: NCS/RFQ/10-137/2025-2026
Exact compliance checklist (NCS/RFQ/10-137/2025-2026)
Your quotation must include the following documents and attachments to pass compliance. Missing even one could disqualify you.
| Requirement | What to Attach | Namibia-Specific Tip |
|---|---|---|
| Quotation Letter | Fully completed, signed, dated; initial every page | Use the RFQ title and reference number in your header for easy evaluation. |
| Bid Securing Declaration | Completed and signed on official form | This replaces a monetary security; ensure it is error-free. |
| Company Registration | Certified copy (from BIPA or equivalent) | The entity name must match your quotation documents exactly. |
| Tax Good Standing Certificate | Original or certified | Must be valid beyond the closing date (15 September 2025). |
| Social Security Good Standing | Original or certified | Attach exemption letter if not registered. |
| Affirmative Action Compliance Certificate / Exemption | Proof of compliance or exemption | SMEs under 25 employees must attach exemption. |
| SME Certificate (if applicable) | Certified copy | Gives you preferential evaluation points. |
| Reference Letters | At least 3 from previous catering or hospitality jobs | Government references are most persuasive. |
| Menu & Pricing Schedule | Clear breakdown of meals, unit cost, and total | Show menus by day with costing per person. |
| Delivery/Service Plan | Staffing, transport, and equipment plan | Prove you can serve in Kongola, Zambezi Region on time. |
How to structure your quotation (step-by-step)
Step 1: Open with compliance
- Start your letter with the tender title and reference number NCS/RFQ/10-137/2025-2026.
- Confirm your commitment to deliver catering services from 23–25 September 2025.
- State that your bid is valid for 60 days from the closing date.
- Confirm that prices are fixed and inclusive of all costs.
Step 2: Present your technical offer
Attach a menu proposal with the following:
- Breakfast: Tea/coffee, porridge, bread with spreads, eggs, fruit.
- Lunch: Protein (chicken, beef, or fish), starch (rice, pap, or potatoes), vegetables, salad, bottled water or juice.
- Tea Breaks: Light snacks such as scones, vetkoek, or biscuits with beverages.
- Optional Dinner: For any evening sessions, provide a hearty traditional meal.
Mention capacity to serve 150–200 people daily. Emphasize hygiene: trained food handlers, gloves, masks, hairnets, sanitizers, and food kept at proper temperatures.
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Step 3: Provide a competitive price schedule
Your pricing should be clear, itemized, and easy to evaluate.
Example Price Table (for 150 people x 3 days):
| Item | Qty | Unit Price (NAD) | Total (NAD) |
|---|---|---|---|
| Breakfast | 150 x 3 days | 45 | 20,250 |
| Lunch | 150 x 3 days | 85 | 38,250 |
| Tea Breaks (AM & PM) | 150 x 6 | 25 | 22,500 |
| Bottled Water/Juice | 450 | 12 | 5,400 |
| Grand Total | 86,400 |
(Numbers are illustrative. Replace with your actual costing.)
Step 4: Show local advantage
Highlight your use of local farmers and suppliers in Zambezi. This not only cuts costs but earns preference points under Namibian procurement rules.
Also, stress if your company is woman-owned, youth-owned, or SME-registered—as these unlock margin of preference benefits under the Public Procurement Act.
Step 5: Include references
Attach at least three reference letters from past clients. Ideal examples are:
- Catering for government workshops.
- NGO or health-focused community events.
- Corporate events in rural or semi-urban areas.
Key dates & submission table (NCS/RFQ/10-137/2025-2026)
| Item | Detail |
|---|---|
| RFQ Title | REQUEST FOR CATERING SERVICES FOR THE ENGAGEMENT OF TRADITIONAL LEADERS, COMMUNITIES & POLITICAL LEADERS ON REDUCTION OF NEW HIV INFECTIONS (KONGOLA) |
| Procurement Ref | NCS/RFQ/10-137/2025-2026 |
| Event Dates | 23–25 September 2025 |
| Closing Date | 15 September 2025, 10:00 |
| Submission Venue | Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek |
| Validity | 60 days |
| Delivery Location | Kongola, Zambezi Region |
How to register and access Namibian tenders
All public tenders—including this one—are published on the official Namibian e-Procurement Portal: https://egp1.gov.na/
If you want a done-for-you service (document preparation, compliance checks, and submission), tap our experts here: https://www.investinginnamibia.com/tender-application-assistance/.
Looking for other tenders available this month?
Final Thoughts on REQUEST FOR CATERING SERVICES FOR THE ENGAGEMENT OF TRADITIONAL LEADERS, COMMUNITIES & POLITICAL LEADERS ON REDUCTION OF NEW HIV INFECTIONS (KONGOLA) (NCS/RFQ/10-137/2025-2026)
This is a short-window, high-impact tender with a firm deadline of 15 September 2025 at 10:00. Catering companies that act now can secure not just a three-day catering contract, but also recognition as reliable service providers for future government events.
If you’re serious about growing your catering business, don’t let this chance pass you by. Compliance is everything—prepare your documents today and submit at least a day early.
👉 Don’t wait. The deadline is firm—15 September 2025.
👉 Secure your compliance documents immediately.
👉 If you want experts to take care of the tender process, click here: Tender Application Assistance.
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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