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REQUEST FOR SUPPLY AND DELIVERY OF PHOTOCOPY PAPERS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
If you’re aiming to win the REQUEST FOR SUPPLY AND DELIVERY OF PHOTOCOPY PAPERS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE, here’s a detailed Namibia-specific playbook. Written in the voice of a local business consultant, this guide will unpack what the Ministry requires, which documents are compulsory, and how to structure your quotation to ensure compliance and maximize your chance of success.
Bid Reference Number: G/RFQ/10-144/2025-2026
Why this RFQ matters
This RFQ is a significant opportunity for Namibian stationery suppliers because photocopy paper is a high-consumption item used daily in government ministries, schools, and libraries. The National Library and Archives Service (NLAS) relies on consistent supply to support education and administrative operations. Winning this contract positions your business as a preferred supplier and opens doors for future stationery contracts.
The procurement is under the Request for Sealed Quotations (Goods) method. This means:
- The lowest evaluated compliant bidder wins.
- Price is important, but only after you have demonstrated full compliance with the requirements.
- Late submissions or missing documents will disqualify you automatically.
Closing Date & Time: 19 September 2025, 10:00 (Windhoek time)
Submission Venue: Quotation/Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek
Bid Validity: 60 days from submission deadline
Delivery Period: 30 days after Purchase Order or Letter of Acceptance
Buyer information
- Procuring Entity: Ministry of Education, Innovation, Youth, Sports, Arts and Culture
- Division: National Library and Archives Service (NLAS)
- Procurement Method: Request for Sealed Quotations (Goods)
- Primary Keyword: REQUEST FOR SUPPLY AND DELIVERY OF PHOTOCOPY PAPERS FOR NLAS
- Secondary Keyword: G/RFQ/10-144/2025-2026
The buyer is seeking a reliable supplier that can deliver photocopy papers in bulk, within a short delivery timeframe, and according to strict specifications.
What documents you must attach (compliance checklist)
Here is the exact checklist you must meet to avoid disqualification. Attach all documents in the correct order and ensure they are valid on the closing date.
| Requirement | What to Attach | Namibia-Specific Tip |
|---|---|---|
| Quotation Letter | Completed, signed, dated, and initialed on every page | Make sure your entity name matches your registration documents exactly |
| Price Schedule | Itemized list of photocopy paper (e.g., A4 80gsm ream/carton), unit price, quantity, line total, and grand total in NAD | Prices must be fixed; don’t use conditional pricing |
| Specifications & Compliance Sheet | Tick “Comply/Not Comply” against each requirement | Attach catalogues or brand sheets confirming quality |
| Bid Securing Declaration | Signed using the official template provided | Ensure no errors—incorrect declarations will disqualify you |
| Company Registration | Certified copy by Namibian Police | Entity name must match quotation letter |
| Tax Good Standing Certificate | Valid, original, or certified copy | Must be valid up to 19 September 2025 |
| Social Security Good Standing Certificate | Certified copy | Required even for SMEs; if exempt, attach proof |
| Affirmative Action Certificate | Compliance certificate, exemption, or proof of “not a relevant employer” | Mandatory for entities employing more than 25 staff |
| SME Certificate (if applicable) | Certified copy | Can earn margin of preference scoring |
| Three Reference Letters | From clients you supplied with stationery or photocopy paper before | Stronger if letters are from government institutions |
| Undertaking on Wages | Signed Labour Act undertaking (template provided in pack) | Must be displayed at workplace upon contract award |
How to prepare a winning quotation (G/RFQ/10-144/2025-2026)
Step 1: Lead with compliance
Your quotation letter should begin by stating:
- The RFQ title exactly as written.
- The procurement reference G/RFQ/10-144/2025-2026.
- Confirmation of delivery within 30 days.
- Confirmation of bid validity for 60 days.
Initial every single page of your submission.
Step 2: Showcase technical quality
The Ministry expects A4, 80gsm, high-brightness photocopy paper suitable for multifunction copiers and double-sided printing.
Attach catalogues or manufacturer brochures to prove compliance with specifications such as:
- Whiteness and brightness standards.
- Smooth finish for high-speed copiers.
- Packed in reams of 500 sheets, boxed securely for transport.
Tick “Comply” on the specifications sheet and avoid leaving any item blank.
Step 3: Price cleanly and competitively
Prepare a clear price schedule that includes:
- Unit Price per ream or carton.
- Quantity as specified in the RFQ.
- Line Total (Unit Price × Quantity).
- Grand Total in Namibian Dollars (NAD).
Avoid vague discounts or incomplete totals. Your quotation should look professional and easy for evaluators to read.
Step 4: Win preference margins
Under Namibia’s procurement rules, you may qualify for up to 10% margin of preference if you provide evidence that you are:
- A registered SME.
- A Namibian manufacturer.
- Women or youth-owned.
- Promoting environmental sustainability.
Submit proof like share certificates, SME certificates, IDs, and founding statements.
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Step 5: Provide credible references
Reference letters should:
- Be on official letterhead.
- Show quantities delivered, delivery timeline, and quality assessment.
- Be signed and dated by a recognized contact person.
Government supply references are particularly strong.
Step 6: Add a logistics plan
Because delivery must be completed within 30 days, reassure the Ministry by including:
- Confirmation that stock is available from your supplier.
- Transport arrangements (own fleet or courier contract).
- Quality assurance checks before delivery.
Frequently Asked Questions
Q: Where do I submit the quotation?
A: At the Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
Q: What is the delivery period?
A: Within 30 days after the Purchase Order or Letter of Acceptance.
Q: How long must my quotation remain valid?
A: For at least 60 days from the submission deadline.
Q: Is a Bid Securing Declaration required?
A: Yes, and it must be filled and signed correctly.
Q: What is the procurement reference number?
A: G/RFQ/10-144/2025-2026.
How to stay ahead on Namibian tenders
All public tenders are posted daily on the official Government e-Procurement Portal: https://egp1.gov.na/.
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- Document preparation.
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Final thoughts on REQUEST FOR SUPPLY AND DELIVERY OF PHOTOCOPY PAPERS FOR NLAS (G/RFQ/10-144/2025-2026)
This tender is simple but extremely competitive. Your bid will only succeed if:
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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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- You attach every mandatory document.
- You initial and sign every page.
- You present a clean, professional quotation with competitive pricing.
If you miss even one requirement, you risk rejection. Don’t give competitors an easy win—prepare properly and act fast.
The closing date is 19 September 2025 at 10:00. Submit before then to avoid disqualification.
👉 Don’t wait until the last minute. Secure your chance to supply NLAS with photocopy papers today. Use our expert assistance service to guarantee compliance: Tender Application Assistance.
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