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REQUEST FOR THE PROCUREMENT OF SERVICES TO REPLACE ELECTRICAL APPLIANCES AT THE NATIONAL LIBRARY AND ARCHIVES BUILDING FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
If you are targeting the REQUEST FOR THE PROCUREMENT OF SERVICES TO REPLACE ELECTRICAL APPLIANCES AT THE NATIONAL LIBRARY AND ARCHIVES BUILDING FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE, here’s your Namibia-focused, step-by-step playbook to prepare a compliant and competitive bid. This post is written in the voice of a Namibian business consultant who has guided SMEs and service providers to successfully win public contracts.
This opportunity is issued under Bid Reference Number NCS/RFQ/10-145/2025-2026.
Why this tender matters for Namibian service providers
Replacing electrical appliances at the National Library and Archives Building is not just a simple maintenance job—it is a project that safeguards the functionality of one of Namibia’s most important knowledge hubs. The National Library and Archives is central to preserving our cultural history and providing research resources. Faulty or outdated electrical appliances compromise safety, efficiency, and the working environment for staff and the public.
For local electricians, appliance suppliers, and SMEs in the services sector, this tender is an opportunity to:
- Generate direct income through government-funded work.
- Build a track record with the Ministry of Education, Innovation, Youth, Sports, Arts and Culture, boosting credibility for future tenders.
- Secure repeat business as government facilities often require ongoing servicing and maintenance.
- Strengthen your SME’s portfolio with a prestigious contract tied to a high-profile institution in Windhoek.
Winning here is about proving your technical skills, safety compliance, and speed of delivery—all while presenting a professional, fully compliant bid package.
Closing Date and Key Details
Getting the timing and logistics right is crucial. Miss one detail, and your bid risks disqualification. Here’s the breakdown:
- Closing Date & Time: 19 September 2025 at 10:00 (Windhoek time).
This is the cut-off for submission. Bids arriving after this time will not be opened. - Submission Venue: Quotation/Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
Deliver in person, in a sealed envelope marked with the tender title and NCS/RFQ/10-145/2025-2026. - Bid Validity: 60 days from the submission deadline.
This means your pricing and terms must hold firm for 2 months, giving the Ministry time to evaluate bids without fearing sudden price changes. - Delivery/Completion Period: Within 30 days after receiving the Purchase Order (PO) or Letter of Acceptance (LoA).
The Ministry values speed and reliability. Late delivery can lead to penalties or contract cancellation. - Procurement Method: Request for Sealed Quotations (Non-Consultancy Services).
This is a simpler and quicker process compared to open bidding, but it still requires strict compliance. - Procurement Reference: NCS/RFQ/10-145/2025-2026.
Use this on your quotation letter, envelope, price schedule, and all supporting documents.
What the Ministry Wants
The Ministry is seeking a reliable service provider to supply, replace, and commission electrical appliances at the National Library and Archives Building. This includes:
- Removal of outdated or damaged appliances – The contractor must safely disconnect and remove the old appliances, ensuring compliance with electrical safety standards.
- Supply of new appliances – These must match or exceed the specifications outlined in the RFQ documents. Appliances should be energy-efficient, durable, and compliant with Namibian or international safety standards.
- Installation and commissioning – Qualified electricians must install the new appliances, test them thoroughly, and certify that they are safe and fully functional.
- Handover and documentation – The contractor will provide a completion report, warranty documents, and, where required, user training for staff.
The Ministry is not only looking at price but also technical competence, track record, and the ability to deliver within tight deadlines.
Mandatory Documents Checklist
Here’s a compliance checklist—if you miss even one, your bid could be declared non-responsive.
| Requirement | What to Attach | Namibia-Specific Tip |
|---|---|---|
| Company Registration | Certified founding statement/registration document | Ensure the entity name matches your quotation letter |
| Tax Good Standing Certificate | Original or certified copy | Check validity covers the tender closing date |
| Social Security Good Standing | Original or certified copy | If exempt, attach proof |
| Affirmative Action Certificate | Compliance certificate or exemption | Mandatory if you have 25+ employees |
| SME Certificate (if applicable) | Certified copy | Boosts preference points if registered |
| Bid Securing Declaration | Signed, using the provided template | Ensure no errors; this replaces monetary bid security |
| Quotation Letter | Signed and dated | Initial every page to avoid rejection |
| Detailed Price Schedule | Itemised breakdown (appliance + installation) | Quote in NAD only |
| Technical Compliance Sheet | Tick “Comply/Not Comply” with each item | Add catalogues or specifications |
| Reference Letters | At least 3 from similar contracts (preferably government) | Best if recent and relevant |
| Undertaking on Wages | Signed Labour Act compliance undertaking | Display at site when executing contract |
Pro tip: Namibia’s procurement regulations (Public Procurement Act 15 of 2015 and Regulations) emphasise fairness, transparency, and integrity. Even a small omission can get your bid disqualified.
How to Prepare a Winning Bid
1. Lead with Compliance
Start your quotation letter with the exact tender title and reference number. Confirm delivery within 30 days, 60-day validity, and fixed NAD pricing. Government evaluators check these first.
2. Price Clearly and Competitively
Your price schedule should have:
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- Appliance description
- Quantity
- Unit cost
- Installation fee
- Grand total
Avoid vague entries like “miscellaneous charges.” Transparency wins trust.
3. Demonstrate Technical Capacity
Provide:
- CVs of technicians/electricians with trade certifications.
- Evidence of similar projects (letters, contracts, photos).
- Compliance with electrical and occupational safety regulations.
4. Win the Margin of Preference
Namibian SMEs, women-owned, youth-owned, and local-content suppliers can claim preference margins (up to 10%). Submit:
- SME certificate
- ID copies of shareholders
- Shareholding breakdown
- Proof of local content (if applicable)
5. Delivery & Safety Plan
Add a short plan outlining:
- Safe removal of old appliances.
- Installation method.
- Testing & certification process.
- Health and safety measures for working in a public facility.
This reassures evaluators of your preparedness.
Frequently Asked Questions
Q: Where do I submit the quotation?
A: At the Bid Box, Room 108, First Floor, Government Office Park, Luther Street, Windhoek.
Q: How long must my bid be valid?
A: 60 days from the submission deadline.
Q: Is a Bid Securing Declaration required?
A: Yes, it is compulsory. Use the template provided in the RFQ.
Q: What is the delivery period?
A: Within 30 days of receiving the Purchase Order/Letter of Acceptance.
Q: What is the procurement reference number?
A: NCS/RFQ/10-145/2025-2026.
Don’t Miss Out – Act Now
Namibian government tenders are competitive, and submissions are increasing daily. Missing deadlines means losing income. Here’s how to stay ahead:
- Check daily opportunities: Government eProcurement portal.
- Get full-service tender help: If you don’t want the stress of forms, compliance checks, and submissions, we’ll handle it for you. Tender Application Assistance.
- Need business registration or certificates fast? Use Business Registration in Namibia.
- See open tenders this month: Available Namibian Tenders.
Final Thoughts on REQUEST FOR THE PROCUREMENT OF SERVICES TO REPLACE ELECTRICAL APPLIANCES AT THE NATIONAL LIBRARY AND ARCHIVES BUILDING
This tender is about more than replacing appliances—it’s about securing a valuable government contract, enhancing your reputation, and opening doors to future opportunities.
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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.
The deadline is 19 September 2025 at 10:00. That’s your cut-off. If you hesitate, others will step in, win, and start earning steady government income while you’re still “preparing to apply.”
Don’t miss out—submit your bid today or let us take care of it for you.
Click here to act now: We’ll prepare and submit for you.
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