PROCUREMENT FOR THE SUPPLY, DELIVERY AND INSTALLATION OF CLOCKING SYSTEM FOR AMTA OKONGO, OMUTHIYA AND TSANDI SILO OFFICES

If you’re targeting PROCUREMENT FOR THE SUPPLY, DELIVERY AND INSTALLATION OF CLOCKING SYSTEM FOR AMTA OKONGO, OMUTHIYA AND TSANDI SILO OFFICES, this guide is your Namibian consultant’s blueprint for success. We’ll break down exactly what AMTA requires, which documents you must include, and how to prepare a fully compliant bid that secures your spot in the evaluation process.

(Bid Reference Number: G/RFQ/AMTA-12/2025-2026)

Why this tender matters for Namibian ICT & equipment suppliers

Biometric and digital clocking systems are no longer luxuries—they’re compliance essentials for public offices. This AMTA procurement covers three silo offices (Okongo, Omuthiya, Tsandi), meaning multiple units and installation work. For suppliers of ICT equipment and time attendance solutions, this tender opens the door to recurring service contracts and potential framework agreements across Namibia.

Closing Date: 8 October 2025 @ 11h00 (Windhoek time)

What AMTA is asking for

• Procurement Title: Procurement for the Supply, Delivery and Installation of Clocking System
• Buyer: Agro-Marketing and Trade Agency (AMTA)
• Scope: Delivery and full installation of modern, tamper-proof staff attendance clocking systems at Okongo, Omuthiya, and Tsandi silo offices.
• Method: Request for Sealed Quotations / Open National Bidding (depending on value threshold).
• Delivery Timeline: Typically 30 days after Purchase Order (confirm in document).
• Bid Validity: 60 days from closing date.

Compulsory compliance checklist

To avoid automatic disqualification, attach these certified documents:

1. Company Registration Certificate (certified copy).
2. Valid Tax Good Standing Certificate.
3. Social Security Good Standing Certificate.
4. Affirmative Action Compliance Certificate or exemption letter.
5. SME Certificate (if applicable, unlocks preference points).
6. Bid Securing Declaration (use provided template, signed properly).
7. Detailed Technical Proposal (brand, model, specs of clocking system).
8. Installation & Maintenance Plan.
9. Price Schedule (unit cost, installation cost, grand total in NAD).
10. Three relevant reference letters (preferably from ICT/time management projects).

How to structure a winning quotation

1) Lead with compliance

In your Quotation Letter, reference the full tender title and G/RFQ/AMTA-12/2025-2026. Confirm delivery timeline, validity period, and fixed prices.

2) Highlight your technology

Clocking systems must be biometric or RFID-based, with features like:

• User-friendly interface
• Power backup
• Secure data storage
• Export to HR systems (CSV/Excel)

Attach catalogues and spec sheets.

3) Price competitively but clearly

Itemise each office’s system:

• Hardware unit cost
• Installation per site
• Training (if required)
• Warranty & after-sales service

4) Show your installation capacity

Include a logistics plan: staff deployment, installation schedule, testing, and handover. This reassures evaluators you can deliver within 30 days.

5) Earn the Margin of Preference

SMEs, women, youth-owned, and local-content suppliers can stack preference margins—attach all proof (IDs, shareholding certificates, SME certificate).

Key Dates & Submission

Practical Namibia-specific tips

• Initial all pages of your bid. Missing initials = rejection.
• Ensure your Good Standing Certificates are valid on the closing date.
• Provide clear brand/model details. Vague descriptions = non-responsive bid.
• If subcontracting installation, include a subcontractor agreement.
• Use Namibian suppliers for accessories and spares—strengthens your bid.

Frequently Asked Questions

Q: Where do I submit my bid?
A: AMTA Tender Box at Head Office, Erf 209, North Industrial Road, Lafrenz, Ground Floor.

Q: Is a Bid Securing Declaration needed?
A: Yes, complete and sign the standard template included in the bidding pack.

Q: What is the delivery period?
A: Normally 30 days post-award (confirm from tender).

Q: Can SMEs apply?
A: Yes, SMEs benefit from preference margins—attach your SME certificate.

How to register and access Namibian tenders

All government tenders are published daily on the official portal: Namibia eProcurement Portal. Create your supplier account, monitor new tenders, and download documents there.

If you’d like a done-for-you tender application service, we can prepare your bid pack, check compliance, and even handle submissions: Tender Application Assistance.

Need help with business registration or compliance? Fast-track online here: BIPA Registration Services in Namibia.

Final Thoughts on Procurement for the Supply, Delivery and Installation of Clocking System for AMTA

This tender is more than an ICT supply job—it’s an entry into Namibia’s public sector procurement network. If you miss it, someone else will secure a long-term foothold in biometric solutions across Namibia’s silo network. The opportunity window is short, the closing date is fixed, and compliance is non-negotiable.

Don’t wait—finalise your documents now, submit before deadline, and position your company as AMTA’s go-to supplier for staff management systems.

👉 Act fast: register on egp1.gov.na or let us handle the full process via investinginNamibia.com.

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