REQUEST FOR SUPPLY AND DELIVERY OF BOOKS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE

If you’re aiming to win the REQUEST FOR SUPPLY AND DELIVERY OF BOOKS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE, here’s your Namibia-specific step-by-step playbook—written from the desk of a local business consultant who has guided SMEs to successfully clinch public contracts. This guide is built to maximize your chances by showing you exactly what the Ministry wants, which documents are non-negotiable, and how to present your bid so it clears compliance on the first check.
(Procurement Ref: G/RFQ/10-119/2025-2026)

Why this RFQ is a golden opportunity for Namibian suppliers

For Namibian book suppliers, publishers, and distributors, this tender is not just about moving stock—it’s about positioning yourself as a strategic partner to the government. Supplying to the National Library and Archives Service (NLAS) ensures recurring visibility and credibility, since libraries are at the heart of Namibia’s literacy and education drive.

The Ministry’s evaluation criteria is based on the lowest evaluated compliant bid. That means the cheapest bid does not always win—the compliant one does. Compliance includes providing every required document, meeting technical specifications for the requested books, and guaranteeing delivery within the timeframe.

Winning this RFQ brings:

Consistent government revenue – payments from the Ministry are guaranteed once delivery is verified.
Long-term opportunities – once proven reliable, suppliers are often invited to future tenders.
Market credibility – being an NLAS supplier makes your company more attractive to schools, universities, and other institutions.

Closing Date & Time: 19 September 2025, 10:00 (Windhoek time)
Submission Venue: Bid Box, Ministry of Education, Government Office Park, Luther Street.
Bid Validity: 60 days from deadline.
Delivery Period: 30 days after Purchase Order or Letter of Acceptance.

What the buyer wants (Procurement Ref: G/RFQ/10-119/2025-2026)

The Ministry of Education, Innovation, Youth, Sports, Arts and Culture (through the National Library & Archives Service) requires the supply and delivery of books. This includes:

Educational and reference books
Academic texts
General reading materials
Specialised titles as listed in the RFQ schedule

The procurement method is Request for Sealed Quotations (Goods), which falls under the Public Procurement Act (2015) and its regulations.

Primary keyword: REQUEST FOR SUPPLY AND DELIVERY OF BOOKS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS)
Secondary keyword: G/RFQ/10-119/2025-2026

By quoting exactly as requested and attaching the required catalogues, suppliers will be evaluated fairly. Any deviation from required book editions, ISBNs, or specifications must be justified with a recognised equivalent.

Essential documents checklist (Procurement Ref: G/RFQ/10-119/2025-2026)

Here’s the compliance checklist that ensures your quotation is not rejected:

Requirement	What to Attach	Namibia Tip
Quotation Letter	Fully signed, dated, and initialled on every page	Any missing initials can disqualify you
Price Schedule	Itemised list of books with ISBNs, unit & total prices (in NAD)	Attach publisher/wholesaler catalogues to prove authenticity
Specifications & Compliance Sheet	Tick Comply/Not Comply	Always mark “Comply” unless you offer a superior equivalent and provide evidence
Bid Securing Declaration	Completed and signed template	This replaces monetary security—mistakes here lead to rejection
Company Registration	Certified copy	The name must match your quotation documents
Tax Good Standing	Original or certified	Must remain valid through the closing date
Social Security Good Standing	Original or certified	If exempt, attach the exemption letter
Affirmative Action Certificate	Certificate, exemption, or “not a relevant employer” proof	SMEs often forget this
SME Certificate	If applicable	Unlocks margin of preference points
Three Reference Letters	On similar supply contracts	Preferably government or educational institutions
Undertaking on Wages	Signed Labour Act compliance form	Mandatory to protect worker rights

Key dates summary (Procurement Ref: G/RFQ/10-119/2025-2026)

Item	Detail
RFQ Title	REQUEST FOR SUPPLY AND DELIVERY OF BOOKS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS)
Procurement Ref	G/RFQ/10-119/2025-2026
Closing Date	19 September 2025, 10:00
Submission Venue	Bid Box, Government Office Park, Luther Street
Validity	60 days
Delivery Timeframe	30 days after Purchase Order/Letter of Acceptance
Currency	Namibian Dollars (NAD)
Opening	Internal by Public Entity

How to structure a winning quotation

Step 1: Lead with compliance

Open your Quotation Letter by referencing the tender title and reference number (G/RFQ/10-119/2025-2026). Confirm:

30-day delivery commitment
60-day bid validity
Prices fixed in NAD

This reassures the evaluation team before they even get to your pricing sheet.

Step 2: Prove book authenticity

The Ministry wants exactly what they specified. Attach ISBNs, author names, editions, and publication years. If any titles are unavailable, submit evidence of equivalent quality editions (publisher catalogues, data sheets).

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Step 3: Price neatly and competitively

Use a structured price schedule:

Column 1: Book Title
Column 2: Author/Publisher
Column 3: ISBN/Edition
Column 4: Quantity
Column 5: Unit Price (NAD)
Column 6: Total

End with a grand total in bold.

Step 4: Claim the Margin of Preference

This RFQ allows cumulative preference points (up to 10%) for SMEs, women/youth-owned businesses, local manufacturers, and Namibian citizen service providers. Submit:

SME certificate
Shareholding documents
ID copies of owners
Proof of local sourcing (if applicable)

Step 5: Provide references

Use three specific reference letters for supplying books or educational materials. The best letters should:

Be recent (within last 3 years)
Be on letterheads
Specify the items delivered
Mention values, delivery timelines, and performance notes

Step 6: Present a delivery & logistics plan

Because delivery is expected within 30 days, include a short plan:

Confirm stock availability or import timelines
Explain packaging and transport method
Commit to delivery directly to NLAS in Windhoek

This shows you’ve thought beyond pricing and are operationally ready.

FAQs (Procurement Ref: G/RFQ/10-119/2025-2026)

Q: Where do I submit my quotation?
A: At the Bid Box, Ministry of Education, Government Office Park, Luther Street.

Q: What is the delivery period?
A: Within 30 days after receiving the Purchase Order/Letter of Acceptance.

Q: How long must my quotation remain valid?
A: 60 days from the closing date.

Q: Do I need a Bid Securing Declaration?
A: Yes, you must complete and sign it.

Q: What is the Procurement Reference Number?
A: G/RFQ/10-119/2025-2026.

How to access Namibian tenders without missing out

All Namibian tenders are published on the Government eProcurement Portal: https://egp1.gov.na/.

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But here’s the truth: most SMEs lose tenders not because of high prices but due to non-compliance. Missing documents, unsigned forms, or late submissions kill your chances instantly.

👉 If you want a done-for-you service where we:

Prepare all documents,
Check compliance,
Submit on your behalf,

then use our Tender Application Assistance Service: https://www.investinginnamibia.com/tender-application-assistance/.

For business registration or compliance certificates (BIPA, NAMRA, Social Security, SME, Good Standing), get help here: Business Registration Namibia.

Looking for more opportunities? Browse:

Final thoughts on REQUEST FOR SUPPLY AND DELIVERY OF BOOKS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) (Procurement Ref: G/RFQ/10-119/2025-2026)

This tender is more than a contract—it’s a stepping stone into Namibia’s public procurement ecosystem. Winning it proves that your business can deliver reliably to a government institution.

But the window is short: submissions close 19 September 2025 at 10:00.

Don’t leave it to the last minute. Each day lost is an opportunity for your competitors to prepare better.

✅ Submit a clean, compliant, competitive quotation.
✅ Use our services if you want experts to handle the paperwork.
✅ Position your business now—future tenders are already in the pipeline.

⏳ Remember: Government tenders = guaranteed payments + market credibility. Don’t miss out.

Elidge