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PROCUREMENT OF THREE (3) TELEVISION SETS
The PROCUREMENT OF THREE (3) TELEVISION SETS tender (Reference: G/RFQ/21-23/2025/26) is a simple yet powerful opportunity for SMEs and suppliers of electronic goods. Winning Namibian government tenders is about one thing above all: compliance. If your documents are correct, signed, and submitted on time, you’re already ahead of most competitors. This expanded guide explains every detail… what documents you need, how to structure your quotation, how evaluation works, and how to give yourself the best chance of winning.
Why this tender matters
For Namibian suppliers in electronics and appliances, this tender is a golden opportunity:
- Low volume, high reliability: Supplying three televisions is straightforward compared to larger tenders, but still adds weight to your procurement profile.
- Build credibility: Successfully delivering on a government order helps you compete for larger contracts in the future, such as supplying IT equipment or furniture.
- Steady income: Payment follows after inspection and acceptance, usually within 30 days, so it’s quick cash flow for your business.
- Government partnerships: Completing even small tenders builds trust and rapport with procurement officials, which helps with repeat contracts.
Closing Date & Time: 04 September 2025, 11h00 (Windhoek time)
Procurement Reference Number: G/RFQ/21-23/2025/26
Method: Request for Sealed Quotations (Goods)
Scope: Supply and delivery of three (3) television sets
What the buyer is asking for
The procuring entity is not looking for anything unusual — just three good-quality televisions that can be used in offices or meeting rooms. Based on Namibia’s standard procurement requirements, here is what they expect:
- Televisions: Likely 55–65 inches, smart-enabled, high resolution (Full HD or 4K), with HDMI and USB support.
- Energy efficiency: Power-efficient units that can run reliably in office environments.
- Warranty: At least one year manufacturer or supplier warranty, with preference for two years.
- Delivery timeline: Delivery within 30 days of receiving a Purchase Order or Letter of Acceptance.
- After-sales support: Supplier must be able to service or replace the units if defects arise during warranty period.
- Compliance: All supporting documents (registration, tax, Social Security, Affirmative Action, SME certificate if applicable) must be included.
Essential compliance checklist (G/RFQ/21-23/2025/26)
Here is the exact list of what you must attach. If any of these are missing or incorrect, your bid will be rejected — no exceptions.
| Requirement | What to attach | Namibia Tip |
|---|---|---|
| Quotation Letter | Signed, dated, initialled on every page | Reference PROCUREMENT OF THREE (3) TELEVISION SETS – G/RFQ/21-23/2025/26 |
| Price Schedule | Itemised with unit price, VAT, delivery, grand total | Prices must be in NAD only |
| Specifications & Compliance Sheet | Tick Comply/Not Comply for each feature | Attach manufacturer catalogues |
| Bid Securing Declaration | Use provided template and sign | This replaces cash bid security |
| Company Registration | Certified copy | Names must match quotation |
| Tax Good Standing Certificate | Original/certified | Must be valid at closing date |
| Social Security Certificate | Original/certified | If exempt, attach proof |
| Affirmative Action Certificate/Exemption | Valid certificate or exemption letter | SMEs often forget this |
| SME Certificate (if applicable) | Certified copy | Unlocks preference points |
| Three Reference Letters | From past supplies (preferably electronics) | Use recent government contracts |
| Undertaking on Wages | Signed form under Labour Act | Required for all tenders |
Double-check this list the night before submission. Even one missing initial can get you disqualified.
How to structure your quotation (G/RFQ/21-23/2025/26)
1. Lead with compliance
Start with a clear, professional quotation letter. Include:
- Tender title: PROCUREMENT OF THREE (3) TELEVISION SETS
- Reference number: G/RFQ/21-23/2025/26
- Delivery time: Confirm delivery within 30 days.
- Validity: Confirm quotation validity of 60 days.
- Pricing: Confirm that prices are fixed in Namibian Dollars (NAD).
- Signatures: Signed by an authorised person, with initials on all pages.
2. Show product quality
Back up your quotation with brochures and catalogues. Include:
- Screen size (55–65 inches).
- Resolution (Full HD or 4K UHD).
- Connectivity (HDMI, USB, Wi-Fi, Bluetooth).
- Warranty details (1–2 years).
- Brand and model numbers.
This reassures evaluators that you are not quoting vague or substandard items.
3. Price cleanly and competitively
The evaluation will be based on lowest evaluated compliant price. This means you must:
- Provide a full cost breakdown in the price schedule.
- Show unit price, VAT, and grand total.
- Avoid conditional discounts (e.g., “if paid upfront”), which make bids non-responsive.
Here’s an example price schedule table you can adapt:
| Item | Description | Quantity | Unit Price (NAD) | Total (NAD) |
|---|---|---|---|---|
| 1 | 55” Smart TV, 4K UHD, HDMI x3, USB x2, Wi-Fi enabled | 3 | 12,500 | 37,500 |
| 2 | Delivery & installation (including wall brackets) | 1 lot | 2,500 | 2,500 |
| Sub-total | 40,000 | |||
| VAT (15%) | 6,000 | |||
| Grand Total | 46,000 |
4. Claim your Margin of Preference
Don’t miss out on preference points. If you qualify as:
- An SME (submit SME certificate).
- Youth-owned, women-owned, or majority Namibian-owned (submit IDs/shareholding docs).
- A local supplier sourcing goods from Namibian businesses.
Then include a Margin of Preference Dossier with supporting evidence.
5. Provide a delivery plan
Show evaluators you are reliable. Write a one-page plan explaining:
- Where the TVs will be sourced from (local distributor or imported stock).
- Delivery method (own transport, courier, etc.).
- Timeline (delivery within 14–30 days).
- Installation arrangements (if required).
Key dates and submission details
- Closing Date & Time: 04 September 2025, 11h00 (Windhoek time).
- Procurement Reference Number: G/RFQ/21-23/2025/26.
- Submission Venue: Sealed quotations must be deposited in the official Bid Box at the procuring entity’s office (see RFQ cover for exact room and floor).
- Validity: 60 days.
- Delivery: Within 30 days after Purchase Order/Letter of Acceptance.
Important note: Late submissions are automatically rejected unopened — even if you arrive a few minutes after 11h00. Submit at least one day early.
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Pro tips to stand out
- Submit early — don’t risk late delivery.
- Attach warranty documents — manufacturer or supplier warranties add trust.
- Provide strong references — letters from government departments showing past supply of electronics carry extra weight.
- Package neatly — sealed, labelled envelope with tender title and reference number.
- Check all initials and signatures — small mistakes cause automatic rejection.
Where to find tenders like this
- Official Government Portal: https://egp1.gov.na/
- Monthly Tender List: Available Tenders This Month
- Full Database: Namibia Tenders – Elidge
If you find tender paperwork overwhelming
Many Namibian businesses fail to win tenders because of missing documents, formatting errors, or late submissions. If you feel overwhelmed, we can handle the process for you:
📍 Only registered businesses qualify.
📍 Free initial consultation — we’ll assess your compliance status.
📍 Fast, professional, and confidential assistance.
👉 Book help here: Tender Application Assistance
Final thoughts on PROCUREMENT OF THREE (3) TELEVISION SETS (G/RFQ/21-23/2025/26)
This tender may look small — just three TVs — but it’s a stepping stone to bigger opportunities. Winning it builds your credibility, shows you can handle government contracts, and sets you up for future bids in ICT, electronics, and office equipment.
The rules are simple: be compliant, be on time, and be competitive. The closing date is 04 September 2025 at 11h00. Don’t wait until the last minute — prepare your documents, seal your envelope, and submit early.
👉 Ready to win? Click here and let us prepare your winning bid.
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