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REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF HOT AND COLD WATER DISPENSERS FOR THE KHARAS REGIONAL COUNCIL
If you’re looking to win the REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF HOT AND COLD WATER DISPENSERS FOR THE KHARAS REGIONAL COUNCIL, here’s your Namibia-specific consultant’s guide. This expanded playbook takes you step by step through compliance, document requirements, pricing, and insider tips on how to prepare a winning quotation.
This tender is issued under Procurement Reference No: G/RFQ/KRC-08/2025/2026.
Why this RFQ matters for Namibian suppliers
The procurement of hot and cold water dispensers is a necessity for government institutions that value staff comfort and efficiency. For the ||Kharas Regional Council, this RFQ is not just about machines, but about ensuring reliable access to drinking water at the right temperature, in an office setting.
This RFQ is an opportunity for Namibian SMEs specializing in appliances, office equipment, or catering supplies to supply a high-demand utility. Unlike larger infrastructure projects, water dispenser supply is manageable, requires less capital, and can provide a steady revenue stream if executed well.
Why you should pay attention:
- Government-backed payment assurance – once awarded, payment is guaranteed under the Public Procurement Act.
- Low barrier to entry – SMEs with proper compliance certificates can compete head-to-head with larger suppliers.
- Recurring opportunities – success in this RFQ opens doors to future supply contracts across ministries, councils, and agencies.
- Margin of Preference – Namibian SMEs, youth, and women-owned businesses stand to gain preference points if documentation is correct.
Closing Date & Time: Check the RFQ pack carefully – bids must be submitted before the deadline stated. Late bids are automatically rejected.
Validity of Quotation: Your quotation must remain valid for 180 days from the submission deadline.
Delivery Timeline: Usually 30 days after award. Always confirm in the special conditions of contract section.
What the buyer wants
The ||Kharas Regional Council Procurement Management Unit issued this RFQ to purchase Hot & Cold Water Dispensers. The demand is straightforward: durable, efficient, easy-to-maintain water dispensers with both heating and cooling capacity.
Buyer details:
- Entity: ||Kharas Regional Council
- Procurement Method: Request for Sealed Quotations (Goods)
- Primary Keyword: REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF HOT AND COLD WATER DISPENSERS FOR THE KHARAS REGIONAL COUNCIL
- Secondary Keyword: G/RFQ/KRC-08/2025/2026
Essential documents required (eligibility criteria):
- Valid Good Standing Certificate from Receiver of Revenue.
- Valid Good Standing Certificate from Social Security Commission or a letter confirming no employees.
- Affirmative Action compliance certificate, exemption, or proof that you are not a relevant employer.
- Company registration documents (certified copy).
- Signed Quotation Letter (must be initialed and dated).
- Completed Price Schedule with line items.
- Specifications & Compliance Sheet – showing “Comply/Not Comply.”
- Bid Securing Declaration (template provided in the RFQ pack).
Compliance checklist (audit before submission)
Here is your self-audit tool before submission.
| Requirement | What to attach | Namibia-specific tip |
|---|---|---|
| Quotation Letter | Fully completed, signed, dated | Initial every page to avoid being marked non-compliant. |
| List of Goods & Price Schedule | Detailed unit prices in NAD | Include model/brand details for transparency. |
| Specifications & Compliance Sheet | Tick “Comply” | Attach product brochures or datasheets as evidence. |
| Bid Securing Declaration | Signed template | This replaces monetary security – must be error-free. |
| Tax Good Standing | Certified original/copy | Ensure validity covers the submission date. |
| Social Security Certificate | Good Standing Certificate or exemption letter | Attach proof even if no employees. |
| Affirmative Action | Compliance certificate, exemption, or not-relevant-employer proof | Missing this leads to instant disqualification. |
| Company Registration | Certified copy of founding statement | Entity name must match documents and quotation letter. |
How to structure a winning quotation (G/RFQ/KRC-08/2025/2026)
1. Lead with compliance
Open your quotation with the tender title and reference number: G/RFQ/KRC-08/2025/2026. State clearly that:
- Prices are firm for 180 days.
- Delivery will be within 30 days (or as specified).
- You have attached all required compliance documents.
2. Technical details
Your technical offer must highlight:
- Heating and cooling capacity (litres per hour).
- Energy efficiency – highlight low power consumption.
- Build quality – stainless steel tanks, easy maintenance, safety features.
- Warranty – preferably 12 to 24 months.
- After-sales service – provide a Keetmanshoop or Windhoek-based service agent contact.
Include product brochures/catalogues for each model.
3. Pricing strategy
Your price schedule must be clean:
| Item | Description | Qty | Unit Price (N$) | VAT (N$) | Delivery (N$) | Warranty (months) | Total (N$) |
|---|---|---|---|---|---|---|---|
| Hot & Cold Water Dispenser | Model XYZ | 10 | |||||
| Spare Filters | Compatible set | 10 | |||||
| Accessories | Bottles/stands | 10 |
Avoid conditional discounts. Keep VAT included.
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4. Delivery plan
Explain how you will:
- Source the dispensers (local stock/import timeline).
- Deliver within 30 days to the Council.
- Provide warranty and repairs if necessary.
5. References
Attach at least three references from institutions where you’ve supplied appliances or similar goods. They should include:
- Value of the contract.
- Items supplied.
- Performance feedback.
Frequently Asked Questions (G/RFQ/KRC-08/2025/2026)
Q: Where do I submit my quotation?
A: At the ||Kharas Regional Council Procurement Management Unit – address provided in the invitation letter.
Q: What is the validity of my quotation?
A: 180 days from submission.
Q: Is a Bid Securing Declaration required?
A: Yes, and it must be signed using the template provided.
Q: Can SMEs participate?
A: Yes. SMEs, women-owned and youth-owned businesses are encouraged and may benefit from margin of preference.
Q: What happens if I miss one compliance document?
A: Your bid is marked non-responsive and disqualified at opening.
How to never miss Namibian tenders again
All tenders, including this one, are posted on the Government e-Procurement Portal: https://egp1.gov.na/.
If you want us to handle the paperwork, compliance checks, and submission, visit: Tender Application Assistance.
Need help with business registration or compliance add-ons? Go here: Business Registration in Namibia.
You can also find:
Final Thoughts on REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF HOT AND COLD WATER DISPENSERS FOR THE KHARAS REGIONAL COUNCIL (G/RFQ/KRC-08/2025/2026)
This RFQ is straightforward, with little room for creativity – compliance is king. Miss one certificate, and your bid won’t even be opened. But if you submit a neat, fully compliant package with a competitive price, you stand a strong chance of winning.
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.
Don’t procrastinate. Government tenders are being released daily. Every missed deadline is lost income. Take action, prepare a winning quotation, and let us help you secure this and many more contracts.
👉 Act fast: Tender Application Assistance.
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