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Supply and Delivery of a New Grader Machine for Rundu Town Council
If you’re aiming to win the Supply and Delivery of a New Grader Machine for Rundu Town Council, this step-by-step Namibian tender guide is for you. Written from the perspective of a local consultant who has helped businesses win major government contracts, it unpacks everything you need to know: from eligibility checks and compliance documents to technical specifications, evaluation criteria, and submission rules.
This tender is published under Bid Reference G/ONB/RTC-01/2025-2026 and is closing on 24 October 2025 at 10h00. Missing a single requirement will disqualify you. But if you follow this structured approach, your chances of winning rise dramatically.
Why this tender is a big opportunity (and how to seize it) – G/ONB/RTC-01/2025-2026
Infrastructure development is at the heart of Namibia’s growth plans, and graders are essential machines for maintaining and constructing roads. By supplying the grader to Rundu Town Council, your business gains:
- A high-value contract with a respected regional authority.
- A long-term client—maintenance, service, and spares will generate recurring revenue for years.
- A strong reference contract to leverage when bidding for future tenders with other town councils, regional councils, or ministries.
Think of it this way: winning this grader tender is not only about delivering one machine. It’s about securing a foothold in Namibia’s lucrative public works supply chain.
What the buyer wants (in detail)
The tender is very specific: you must supply one brand-new motor grader, either SEM919 or CAT 120 GC. No used machines, no imports without warranty, and no “equivalents” unless you can prove the offered machine meets or exceeds every single line in the technical specifications.
Core requirements
- One SEM919 Motor Grader OR
- One Caterpillar 120 GC Motor Grader
Additional obligations included in the supply contract
- Spare wheels: 1 front + 1 rear
- 5-Year Service Plan: You must guarantee maintenance for five years, either directly or through an authorized workshop in Namibia.
- 5-Year Warranty: The grader must be backed by the manufacturer, not just your company.
- Training session: One full day of training for the operator on-site.
- Testing: The grader must be tested for two hours upon delivery to prove functionality.
💡 Tip: Attach a detailed after-sales support plan in your bid. For example, if you have a workshop in Rundu or a service partner in Windhoek, include photographs, staff qualifications, and spare parts inventory lists. This reassures evaluators you can actually maintain the machine over five years.
Key dates & submission table – G/ONB/RTC-01/2025-2026
| Item | Detail |
|---|---|
| Tender Title | Supply and Delivery of a New Grader Machine |
| Procurement Ref | G/ONB/RTC-01/2025-2026 |
| Closing Date & Time | 24 October 2025, 10h00 |
| Submission Venue | Rundu Town Council, Maria Mwengere Road, Kavango East |
| Bid Validity | 90 days from closing date |
| Delivery Location | Rundu Town Council |
| Bid Security | N$500,000 (Bank Guarantee) |
Exact compliance checklist (what you must include)
Your bid is rejected immediately if one of these is missing.
| Requirement | What to attach / do | Example Namibia tip |
|---|---|---|
| Company Registration | Certified copy | Register here if not done: Business Registration in Namibia |
| Tax Good Standing | Original or police-certified copy | Renew early with NAMRA—applications can delay |
| Social Security Good Standing | Original / Certified copy | Exempt? Attach exemption proof |
| Affirmative Action | Certificate OR exemption OR “not a relevant employer” letter | SMEs often forget this step—double check |
| Labour Act Undertaking | Signed written undertaking (template provided) | Display this in your office and include in the bid file |
| Fitness Certificate | From local authority or Ministry of Health | Must be valid—often overlooked in equipment tenders |
| Bid Security | N$500,000 guarantee from your bank | Apply 3 weeks early—banks move slowly on guarantees |
| Proof of Similar Work | Contracts or delivery notes for graders or heavy equipment in last 5 years | Use jobs with municipal councils or contractors |
| Manufacturer Authorization | Letter from SEM or CAT confirming you are authorized supplier & service provider | Without this, you will be marked non-compliant |
| Financial Capacity | Audited statements (3 years) + bank letter confirming funds | Show turnover of at least N$5 million |
How to structure a winning bid (step by step) – G/ONB/RTC-01/2025-2026
1. Lead with compliance
Open your bid with a formal cover letter addressed to the Rundu Town Council. Mention the tender title and reference number (G/ONB/RTC-01/2025-2026), confirm 90-day bid validity, and state clearly that your bid includes all mandatory documents.
2. Technical specifications – prove and exceed
Create a compliance matrix where you copy every single specification from the tender and add a column showing your grader’s feature.
Example:
| Specification | Requirement | Offered Machine | Compliance |
|---|---|---|---|
| Engine power | 140 HP | CAT 120 GC – 145 HP | Exceeds |
| Warranty | 5 years | CAT global warranty – 5 years | Complies |
Attach official brochures from SEM or Caterpillar. Highlight sections in yellow to make evaluators’ jobs easier.
3. Pricing – be competitive but clear
In Namibia, tenders fail when prices are unclear. Use the official Price Schedule Form provided in the bid pack. Show:
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- Ex-Works Price (machine only)
- Transport to Rundu
- 15% VAT
- Grand Total
💡 Tip: Offer a small unconditional discount (e.g., 2%) and state how it applies. This signals good faith and helps evaluators compare bids.
4. After-sales support – prove your strength
Describe your service plan in detail:
- Workshop location (Rundu/Windhoek)
- Number of technicians
- Spare parts stock levels
- Service intervals (every 500 hours, etc.)
- Response time for breakdowns
Example: “Our Rundu-based service partner can deploy a technician within 48 hours. We hold stock of essential CAT parts such as filters, hydraulic hoses, and cutting edges.”
5. References – showcase experience
Submit at least 3 reference letters. Best ones include:
- Ministry of Works confirming supply of a grader in 2023
- Oshakati Town Council confirming bulldozer delivery in 2022
- A construction company confirming excavator supply
Each letter should mention value, delivery date, and performance.
6. Bank strength – lock this early
Apply for the N$500,000 bid security guarantee now. Include a fresh bank letter showing you can finance the project.
Evaluation criteria (how points are scored)
| Criterion | Weight | How to score maximum points |
|---|---|---|
| Technical compliance | 20 pts | 100% compliance table + brochures |
| Past contracts | 10 pts | Include 3–5 grader/bulldozer references |
| Manufacturer authorization | 15 pts | Official CAT/SEM letter only |
| After-sales support | 10 pts | Workshop + spare parts evidence |
| Experience (5+ yrs) | 5 pts | Registration docs + contracts |
| Certifications (ISO/CE) | 5 pts | Attach machine’s international certificates |
| Financial capacity | Pass/Fail | Show audited turnover ≥ N$5m |
Minimum pass mark: 39/65 points (60%).
How to submit your bid correctly
- Prepare one original and one copy. Mark clearly.
- Place them in sealed inner envelopes marked “ORIGINAL” and “COPY.”
- Place both in one outer envelope marked:
- Tender Title: Supply and Delivery of a New Grader Machine for Rundu Town Council
- Reference: G/ONB/RTC-01/2025-2026
- Company name & return address
- Warning: “DO NOT OPEN BEFORE 24 OCTOBER 2025, 10h00”
- Deliver physically to Rundu Town Council, Maria Mwengere Road, Rundu.
- Late bids are not accepted.
If you don’t have time to prepare this
Tender documents are overwhelming: certifications, bid security, compliance tables, references, formatting, etc. If you’re thinking, “This sounds great, but I can’t handle all the paperwork” — that’s exactly where we step in.
We’ll:
📍 Gather and certify all your compliance docs
📍 Draft your technical compliance table & pricing forms
📍 Secure bid security letters and manufacturer authorizations
📍 Submit on time — so you don’t miss out
👉 Book your consultation here: Tender Application Assistance
How to register and access Namibian tenders
All tenders—including this grader tender—are available at the official Namibian eProcurement Portal.
To never miss opportunities, see:
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.
And if you still need business registration, fast-track it here: Business Registration in Namibia.
Final Thoughts on the Supply and Delivery of a New Grader Machine Tender – G/ONB/RTC-01/2025-2026
This tender is a game-changer for Namibian suppliers in heavy equipment. But it is unforgiving: a single missing certificate or unsigned form will disqualify you.
The closing date is 24 October 2025 at 10h00. That gives you just enough time to secure the bid guarantee, collect certified documents, and finalize manufacturer support. But if you wait, the opportunity will pass to someone else.
💡 Don’t let another supplier take this contract while you’re still “thinking about it.” Move fast, assemble your compliance file, and let us check it line-by-line for you.
👉 Click here to get full tender assistance
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