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REQUEST FOR CATERING SERVICES FOR FACE TO FACE ENGAGEMENT WITH OUT-OF SCHOOL MARGINALIZED AND AT RISK YOUTH GIRLS – 20-24 OCTOBER 2025, ZAMBEZI REGION
Winning catering tenders in Namibia requires precision, compliance, and a sharp presentation of value. The REQUEST FOR CATERING SERVICES FOR FACE TO FACE ENGAGEMENT WITH OUT-OF SCHOOL MARGINALIZED AND AT RISK YOUTH GIRLS – 20-24 OCTOBER 2025, ZAMBEZI REGION is one such opportunity. Issued under Procurement Reference Number NCS/RFQ/10-118/2025-2026, this tender is tailored for local caterers who can deliver professional, large-scale meal services in the Zambezi Region.
Why this tender matters for caterers
This contract is about more than just food—it’s about supporting national youth empowerment efforts. The event targets marginalized and at-risk youth girls, giving your catering business the chance to be part of a social impact project while growing your reputation as a government supplier.
Winning this tender positions your business to:
- Gain credibility for future catering tenders.
- Build relationships with the Ministry of Education, Innovation, Youth, Sports, Arts and Culture.
- Secure steady income for five days of work.
- Expand into more regional contracts if you deliver well.
The scope is straightforward: provide nutritious, reliable catering services over five consecutive days (20–24 October 2025) in Zambezi Region, ensuring quality and compliance with procurement regulations.
Closing date and submission details
- Closing Date & Time: The official RFQ specifies the deadline (usually mid-September to early October 2025). Confirm in the RFQ pack and e-GP portal before submission.
- Submission Venue: Quotation/Bid Box, Government Office Park, Luther Street, Windhoek.
- Bid Validity: 60 days from submission deadline.
- Delivery Timeline: Services must be provided 20–24 October 2025 during the youth engagement.
- Important Note: Late submissions are automatically rejected unopened.
(Tip: Always check the official RFQ pack for the exact deadline and submission room.)
What the Ministry is asking for
The Ministry is clear about its requirements:
- Buyer: Ministry of Education, Innovation, Youth, Sports, Arts and Culture.
- Procurement Method: Request for Sealed Quotations – Non-Consultancy Services (Catering).
- Scope: Catering for out-of-school marginalized and at-risk youth girls during a five-day engagement in Zambezi Region.
- Services Needed: Daily meals (breakfast, lunch, dinner, and snacks) for all participants, ensuring hygiene, balanced nutrition, and timely delivery.
- Secondary Keyword: NCS/RFQ/10-118/2025-2026.
Exact compliance checklist
Here’s what your catering quotation must include to avoid disqualification. Namibia’s procurement regulations are strict—if even one document is missing or unsigned, your bid can be thrown out.
| Requirement | What to Attach / Do | Namibia-Specific Tip |
|---|---|---|
| Quotation Letter | Fully completed, signed, and initialed | Address the Ministry formally; reference the RFQ title and reference number |
| Price Schedule | Per meal / per day cost in NAD | Clearly itemize breakfast, lunch, dinner, and snacks |
| Catering Menu | Detailed meal plan for 5 days | Include balanced meals (protein, starch, vegetables, fruit, beverages) |
| Company Registration | Certified copy | Ensure entity name matches your quotation |
| Tax Good Standing | Certified / original | Must be valid past the submission deadline |
| Social Security Good Standing | Certified / original | Attach exemption proof if applicable |
| Affirmative Action Certificate | Compliance certificate, exemption, or SME proof | SMEs often miss this—don’t |
| SME Certificate (if applicable) | Certified copy | Helps with Margin of Preference |
| References | At least 3 catering references | Use recent, large-scale events if possible |
| Bid Securing Declaration | Signed, using official template | No errors allowed—replaces monetary bid security |
| Undertaking on Wages | Signed Labour Act form | Mandatory in service tenders |
How to structure a winning quotation (NCS/RFQ/10-118/2025-2026)
- Lead with compliance
- Begin your Quotation Letter with the RFQ title and NCS/RFQ/10-118/2025-2026.
- Confirm delivery from 20–24 October 2025 and bid validity of 60 days.
- State that prices are fixed and inclusive of all costs.
- Present a professional menu
- Provide a five-day meal plan showing variety and nutrition.
- Example:
- Day 1: Breakfast (Tea, porridge, eggs, bread rolls), Lunch (Pap, beef stew, spinach, salads), Dinner (Rice, chicken curry, seasonal vegetables).
- Day 2–5: Vary menus with chicken, fish, beans, and vegetarian alternatives.
- Price competitively but realistically
- Use a per meal / per person pricing schedule.
- Multiply by total attendees and provide a grand total.
- Avoid conditional pricing that could render your bid non-responsive.
- Highlight delivery logistics
- Explain your food prep process, transport vehicles, hygiene measures, and serving staff.
- Mention compliance with Namibian food safety standards.
- Leverage the Margin of Preference
- Attach SME, women/youth ownership, or environmental certificates.
- These documents can give you up to 10% preference points.
Sample five-day catering menu (NCS/RFQ/10-118/2025-2026)
| Day | Breakfast | Lunch | Dinner | Snacks/Refreshments |
|---|---|---|---|---|
| 1 | Tea, porridge, eggs, bread rolls | Pap, beef stew, spinach, salads | Rice, chicken curry, vegetables | Fruit cups, bottled water |
| 2 | Coffee, oats, fruit | Rice, fish fillet, coleslaw | Pap, bean stew, greens | Yoghurts, juice |
| 3 | Tea, fat cakes, boiled eggs | Macaroni, chicken stew, salad | Rice, beef curry, pumpkin | Sandwiches, juice |
| 4 | Porridge, tea, fruit | Pap, grilled chicken, spinach | Rice, fish curry, vegetables | Fruit, water |
| 5 | Tea, oats, bread with jam | Rice, beef stew, coleslaw | Pap, chicken stew, spinach | Yoghurt, juice |
This menu ensures balance between proteins, starch, and vegetables, with hydration covered throughout the day.
Why speed and compliance matter
According to Namibia’s Public Procurement Act (2015) and Procurement Regulations, RFQs like this are awarded strictly based on the lowest compliant price.
- A missing signature, uninitialed page, or expired certificate means automatic disqualification.
- The winning supplier will be the one who is fully compliant and competitively priced.
- Submitting early helps you avoid last-minute errors and missed deadlines.
How to register for tenders in Namibia
All government tenders—including this catering RFQ—are posted on the official Government e-Procurement Portal: https://egp1.gov.na/.
Steps to register:
- Create an account on the e-GP portal.
- Browse “Open Bids” for current tenders.
- Download the bidding documents.
- Submit your bid before the deadline.
If you’d prefer not to deal with paperwork and compliance stress, we can do it for you. Our Tender Application Assistance service handles the full process: Tender Application Assistance.
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Frequently asked questions (NCS/RFQ/10-118/2025-2026)
Q: How many days is the catering required?
A: Five consecutive days, 20–24 October 2025.
Q: What is the procurement reference?
A: NCS/RFQ/10-118/2025-2026.
Q: What meals should be included?
A: Breakfast, lunch, dinner, and refreshments for each day.
Q: Can SMEs apply?
A: Yes, SMEs are encouraged—this tender allows preferences for Namibian SMEs.
Q: Is a Bid Securing Declaration needed?
A: Yes, it must be completed and signed properly.
Final thoughts on REQUEST FOR CATERING SERVICES FOR FACE TO FACE ENGAGEMENT WITH OUT-OF SCHOOL MARGINALIZED AND AT RISK YOUTH GIRLS – 20-24 OCTOBER 2025, ZAMBEZI REGION (NCS/RFQ/10-118/2025-2026)
This is a golden opportunity for caterers in Namibia, especially those in Zambezi Region. With proper compliance, a professional meal plan, and competitive pricing, you can win this contract.
But act fast—government tenders are strict and unforgiving. Miss one requirement or submit late, and you’re out.
👉 Don’t risk losing out. Let us prepare and submit your quotation so you can focus on your business: 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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