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REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS
Winning Namibian government tenders is all about compliance, speed, and credibility. The REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS, issued under Procurement Reference Number G/RFQ/10-134/2025-2026, is a great opportunity for SMEs and suppliers in the cleaning products sector. Here’s a Namibia-specific step-by-step playbook, written in the style of a local business consultant, to help you prepare a winning quotation.
Why this tender matters for Namibian suppliers
The National Library and Archives Service (NLAS), under the Ministry of Education, Innovation, Arts and Culture, requires cleaning materials to maintain facilities nationwide. This creates a steady supply opportunity for SMEs already trading in cleaning products. The evaluation is based on lowest compliant price, meaning your edge lies in perfect compliance and evidence of supply capacity.
- Closing Date: 17 September 2025, 10:00 (Windhoek time)
- Submission Venue: Quotation/Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
- Bid Validity: 60 days from deadline.
- Delivery Period: 30 days after issue of Purchase Order/Letter of Acceptance.
This is not just another supply order—it is a chance to build credibility with one of Namibia’s key government institutions. Winning here can open doors for repeat contracts and bigger opportunities.
Buyer and Tender Details
- Buyer: Ministry of Education, Innovation, Arts and Culture (NLAS Directorate)
- Procurement Method: Request for Sealed Quotations (Goods)
- Primary Keyword: REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS
- Secondary Keyword: G/RFQ/10-134/2025-2026
The Ministry has opted for a Request for Sealed Quotations, which is meant for contracts below the N$2,000,000 threshold. This means the process is fast, highly competitive, and strictly regulated. To win, you must be fully compliant, priced competitively, and prepared to deliver within the 30-day timeframe.
What the Ministry requires from bidders (G/RFQ/10-134/2025-2026)
According to the bidding documents, here’s the compliance checklist every bidder must meet:
- Quotation Letter – Must be fully completed, signed, dated, and initialled on every page.
- List of Goods & Price Schedule – All cleaning materials must be itemised with quantities, unit prices, and total amounts in NAD.
- Specifications & Compliance Sheet – Mark “Comply” for all listed products. If you offer equivalents, include catalogues or datasheets.
- Bid Securing Declaration – Mandatory, must be signed on the official template included in the RFQ.
- Company Registration – Certified copy (certified by Namibian Police).
- Tax Good Standing Certificate – Original or certified copy valid at the closing date.
- Social Security Good Standing Certificate – Original or certified copy valid at the closing date.
- Affirmative Action Certificate – Valid certificate or exemption/proof that you are not a relevant employer.
- SME Certificate – If applicable, certified copy.
- Undertaking on Wages – Proof of compliance with the Labour Act regarding staff wages.
- Margin of Preference Evidence – Certified documents to claim SME, women, youth, PDP, manufacturer, or environmental preference points.
- Signatures and Initials – All documents must be signed and initialled properly.
Failure to provide any one of the above documents results in automatic disqualification, no matter how competitive your price is.
Margin of Preference (up to 10%)
The Public Procurement Act allows bidders to claim up to 10% advantage through the Margin of Preference system, provided you have the evidence to back it up. This can make the difference between winning and losing.
| Category | Preference | Evidence Required |
|---|---|---|
| Manufacturer | 2% | Registration certificate + accountant-certified cost structure |
| MSME | 1% | SME Certificate + ownership declaration |
| Women-Owned | 1% | Founding statement + shareholder IDs |
| Youth-Owned | 2% | Founding statement + IDs proving youth ownership |
| PDP-Owned | 2% | Founding statement + PDP ownership declaration |
| Environmental Protection | 1% | Declaration and proof of environmental practices |
| Services by Namibian Citizens | 1% | Declaration showing 50%+ citizen employment |
Total possible: 10% preference advantage.
This means if your quotation is tied on price with another supplier, the margin points can push you ahead and secure the contract.
How to prepare a winning quotation (G/RFQ/10-134/2025-2026)
1. Lead with compliance
In your Quotation Letter, mention REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS and G/RFQ/10-134/2025-2026 right at the top. Confirm delivery within 30 days, bid validity for 60 days, and prices fixed in NAD. Address the Ministry formally.
2. Present products clearly
Use the official price schedule template. Fill in unit prices, totals, and VAT position. Make sure there are no mathematical errors. Attach catalogues or datasheets for cleaning products such as detergents, disinfectants, sanitiser, toilet paper, mops, buckets, and gloves. This shows you meet the required specifications.
3. Package your documents neatly
Arrange your documents in a logical order, with each certificate clearly labelled. For example:
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- “Certified Company Registration”
- “Tax Certificate”
- “SME Certificate”
Initial every page. Ensure your company name matches across all documents.
4. Secure the Margin of Preference
If your company is youth-owned, women-owned, SME registered, or manufactures locally, attach the proper certified documents. This small effort can give you a scoring advantage during evaluation.
5. Prove supply capacity
Include at least two to three reference letters from past clients showing that you have successfully delivered cleaning products before. If these are government or school contracts, even better. Highlight delivery timelines and product quality in the references.
6. Plan for delivery
The Ministry requires delivery within 30 days. Include a short logistics plan that shows how you’ll meet this. For example: stock availability from suppliers, warehouse storage, and delivery transport. This reassures the evaluators of your readiness.
Key Submission Table
| Item | Detail |
|---|---|
| RFQ Title | REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS |
| Procurement Ref | G/RFQ/10-134/2025-2026 |
| Closing Date & Time | 17 September 2025, 10:00 |
| Submission Venue | First Floor, Room 108, Government Office Park, Luther Street |
| Validity | 60 days |
| Delivery Timeframe | 30 days after PO/LoA |
| Currency | Namibian Dollar (NAD) |
| Opening | Internal by NLAS after deadline |
Frequently Asked Questions (G/RFQ/10-134/2025-2026)
Q: Where do I submit my bid?
A: First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
Q: What’s the delivery deadline?
A: Within 30 days after the Purchase Order/Letter of Acceptance.
Q: Do I need a Bid Securing Declaration?
A: Yes, it is mandatory and must be signed correctly.
Q: Can SMEs apply?
A: Yes, SMEs are encouraged, and you can claim preference margins with certified documents.
Q: How long is my bid valid?
A: 60 days from the closing date.
Q: How are bids evaluated?
A: Lowest compliant price, subject to the application of Margin of Preference.
Where to find Namibian tenders (and never miss out)
All public tenders—including this one—are available on the official Government eProcurement Portal:
👉 https://egp1.gov.na/
If you don’t want to stress about documents and compliance, our team can handle the entire process for you. Click here:
👉 https://www.investinginnamibia.com/tender-application-assistance/
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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.
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We’ll prepare and submit your quotation while you focus on running your business.
Looking for more available tenders this month? Browse the updated list here:
👉 https://www.investinginnamibia.com/tender-application-assistance/#available-tenders-this-month
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Final Thoughts on REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS (G/RFQ/10-134/2025-2026)
This tender is a straightforward, high-potential opportunity for suppliers of cleaning products in Namibia. But the margin for error is small: one missing certificate, one unsigned page, or a late delivery can cost you the contract.
The closing date—17 September 2025 at 10:00—is around the corner. Don’t delay. Act now to prepare your quotation, or let us handle the compliance and paperwork for you.
This is your chance to lock in government supply income and position your business as a trusted partner. Miss it, and your competitors will take the contract instead.
👉 Don’t wait. Secure your opportunity today!
REQUEST FOR SUPPLY AND DELIVERY OF FURNITURES FOR REGIONAL PUBLIC LIBRARIES
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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