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SUPPLY AND DELIVERY OF ICT EQUIPMENT FOR DIRECTORATE OF PLANNING AND DEVELOPMENT SERVICES
If you’re aiming to win the Request for Sealed Quotations for the Supply and Delivery of ICT Equipment for the Directorate of Planning and Development Services, this step-by-step Namibia-focused guide is for you. As a local business consultant, I’ve seen SMEs lose out on easy wins simply because they missed small compliance details. In this post, I’ll unpack what the Kunene Regional Council is asking for, highlight the required documents, and show you how to build a winning quotation that passes compliance checks the first time. (Procurement Ref: G/RFQ/KRC-09/2025).
Why this RFQ is a golden opportunity
Namibia’s regional offices are modernising, and ICT infrastructure is central to this transformation. This RFQ is not just about selling equipment—it’s about building a long-term relationship with the Kunene Regional Council. If you supply and deliver quality ICT products successfully, you can become their go-to supplier for future contracts.
Here’s why it’s a strong opportunity:
- High demand: Laptops, desktops, and printers are everyday essentials for government offices.
- Accessible scope: Items requested are common, meaning many local suppliers already stock or can source them quickly.
- Fair evaluation: The award will go to the lowest evaluated compliant bidder, which means compliance is as important as pricing.
- Future growth: Winning here builds credibility for you to chase bigger contracts later.
Closing Date & Time: 17 September 2025, 11:00 (Opuwo)
Submission Address: Quotation/Bid Box, Kunene Regional Council, Mbumbijazo Muharukua Street, Opuwo
Bid Validity: 60 days from submission deadline
Delivery period: Within 30 days after Purchase Order
What the buyer wants (G/RFQ/KRC-09/2025)
The buyer here is the Kunene Regional Council, specifically the Directorate of Planning and Development Services. They are requesting sealed quotations under the Public Procurement Act for the supply and delivery of ICT equipment.
Primary requirements
- Desktops: Latest processor generation, at least 8GB RAM, 256GB+ SSD, Windows 11 Pro pre-installed, 3-year warranty.
- Laptops: Lightweight, portable, minimum 8GB RAM, at least 256GB SSD, long battery life, 3-year warranty.
- Printers (Multi-Function Printers): Copy, scan, and print functions; high duty cycle; network enabled; toner availability in Namibia.
- Projectors: Minimum HD-ready, multiple input support (HDMI, VGA, USB).
- Accessories: UPS units, keyboards, mouse sets, networking cables, and other essentials.
Procurement details
- Procurement Method: Request for Sealed Quotations (Goods).
- Bid Title: SUPPLY AND DELIVERY OF ICT EQUIPMENT FOR DIRECTORATE OF PLANNING AND DEVELOPMENT SERVICES.
- Bid Reference: G/RFQ/KRC-09/2025.
Essential compliance checklist (G/RFQ/KRC-09/2025)
One missing document can sink your entire bid. Here’s what you need to attach and why it matters:
| Requirement | What to attach / do | Namibia-specific tip |
|---|---|---|
| Quotation Letter | Fully completed, signed, dated; initial every page | A missing signature or initial = automatic disqualification |
| Price Schedule | Fill out exactly as given, listing unit and total prices in NAD | Attach brand catalogues for credibility |
| Specifications & Compliance Sheet | Tick “Comply” for each item, or note deviations with justification | Only use “equivalent” if you attach datasheets proving equivalence |
| Bid Securing Declaration | Fill and sign the standard form provided | No financial bid security needed, but declaration is mandatory |
| Company Registration | Certified copy from BIPA | Ensure entity name matches your quotation letter |
| Tax Good Standing | Valid original or certified copy | Must still be valid after the closing date |
| Social Security Good Standing | Valid original or certified copy | If exempt, attach proof |
| Affirmative Action | Compliance certificate / exemption | Needed for companies with 25+ employees |
| SME Certificate (if applicable) | Certified copy | Unlocks preference points if you’re an SME |
| References | At least 3 letters for ICT supply contracts | Public-sector references carry more weight |
How to structure a winning quotation
1) Lead with compliance
Your cover Quotation Letter should start with the full title:
“SUPPLY AND DELIVERY OF ICT EQUIPMENT FOR DIRECTORATE OF PLANNING AND DEVELOPMENT SERVICES – G/RFQ/KRC-09/2025.”
Confirm your bid is valid for 60 days, delivery will be made within 30 days, and all prices are fixed in Namibian Dollars. Initial all pages—this detail is often overlooked.
2) Show technical credibility
Don’t just say you’ll provide laptops—prove it. Attach catalogues or spec sheets showing processor models, RAM, storage, and warranty details. For printers, highlight print speed and duty cycle. For projectors, list resolution and lumens. This makes evaluators confident you know your products.
3) Price cleanly and competitively
The Council will compare line-by-line prices. Use the official price schedule, listing unit prices, VAT, totals, and a grand total. Don’t insert conditions like “prices subject to change”—that will make your bid non-compliant.
4) Claim your preference margins
Namibian SMEs, women-owned, youth-owned, or disadvantaged-person-owned businesses can get up to 10% preference margin. Attach your SME certificate, shareholding proof, and IDs of owners to qualify.
5) Delivery plan
Because delivery must be within 30 days, add a short logistics plan to your bid. Mention supplier confirmations, transport to Opuwo, and warranty support. This reassures evaluators you’re ready.
Common mistakes that kill bids
- Forgetting to initial every page of the quotation.
- Submitting expired Tax or Social Security certificates.
- Leaving blanks in the Price Schedule or making arithmetic errors.
- Deviating from specifications without proof of equivalence.
- Failing to attach the Bid Securing Declaration.
- Assuming SME preference applies without attaching the SME Certificate.
Where and how to submit
Prepare all documents, sign them, and place them in a sealed envelope clearly marked:
“SUPPLY AND DELIVERY OF ICT EQUIPMENT FOR DIRECTORATE OF PLANNING AND DEVELOPMENT SERVICES – G/RFQ/KRC-09/2025.”
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Deliver to:
Quotation/Bid Box, Kunene Regional Council, Mbumbijazo Muharukua Street, Opuwo
Deadline: 17 September 2025 at 11:00 sharp.
Remember: late submissions, faxed bids, or emailed bids are automatically disqualified.
Final thoughts on SUPPLY AND DELIVERY OF ICT EQUIPMENT FOR DIRECTORATE OF PLANNING AND DEVELOPMENT SERVICES (G/RFQ/KRC-09/2025)
This tender is a straightforward chance for ICT suppliers in Namibia to lock in revenue and credibility. The Kunene Regional Council needs equipment now, and compliant suppliers who deliver on time will be rewarded.
If you’re serious about winning G/RFQ/KRC-09/2025, don’t waste time. Get your documents in order, sharpen your pricing, and submit before 17 September 2025, 11:00.
If you need help preparing everything correctly, let us handle it: Tender Application Assistance. We’ll handle compliance, forms, and submission while you focus on running your business.
For business registration, SME certification, or compliance renewals, get fast online assistance here: Business Registration in Namibia.
And remember, new tenders are posted daily on Namibia’s e-procurement portal. Don’t miss out—those who move fast are the ones who build steady streams of income from government contracts.
Alert: This contract is your entry ticket into Namibia’s ICT supply chain. If you miss it, someone else will take the deal, the payment, and the reference for bigger opportunities. Don’t delay—submit now.
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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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