Table of Contents
REQUEST FOR THE FUMIGATION OF THE RESOURCE CENTRE FOR THE DIRETORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS) FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
If you’re serious about winning the REQUEST FOR THE FUMIGATION OF THE RESOURCE CENTRE FOR THE DIRETORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS) FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE, this blog post is your Namibia-focused consultant’s playbook. I’ll break down what the Ministry expects, what you must submit, and how to present your quotation so that you don’t just participate—you position yourself to win. (Bid Reference Number: W/RFQ/10-05/2025-2026).
Why this RFQ is a golden opportunity
This contract is about fumigation services for the NLAS Resource Centre, a critical government facility in Windhoek. For Namibian SMEs specializing in pest control, hygiene services, and facility maintenance, this is a straightforward service-based tender where the lowest compliant bidder takes it.
Winning this tender means your company gets visibility within the Ministry of Education system—a great way to secure future contracts for cleaning, pest control, and hygiene services. Since fumigation is a recurring need, successful bidders often get considered for follow-up work if they deliver well.
Because this is a Request for Sealed Quotations (RFQ), evaluation is based on compliance first, then price. That means if your paperwork or bid security is incomplete, you’re automatically out, no matter how competitive your price is. This makes attention to detail the difference between winning and losing.
Closing Date & Time: 19 September 2025, 10:00 (Windhoek time)
Submission Venue: First Floor, Room 108, Government Office Park, Luther Street (Bid Box)
Bid Validity: 60 days from submission deadline
Delivery timeframe: 30 days after Purchase Order
What the buyer wants (Bid Reference Number: W/RFQ/10-05/2025-2026)
The Ministry of Education, Innovation, Youth, Sports, Arts and Culture, under the Directorate of Namibia Library and Archives Service (NLAS), is the buyer. Their need is to fumigate the NLAS Resource Centre to ensure the facility remains pest-free and safe for users and staff.
Scope of work expected:
- Fumigation of the entire Resource Centre building.
- Targeting pests such as cockroaches, termites, moths, rodents, silverfish, and other archive-related pests.
- Use of approved chemicals that are safe for environments containing books, records, and sensitive equipment.
- A safety and risk management plan, showing how your team will protect both the building and its occupants.
- Delivery within 30 days of contract award.
The Ministry also wants bidders to provide catalogues and supporting documents showing the chemicals, machines, and techniques you will use to fumigate. This ensures that only qualified service providers are considered.
Key documents you must include (Bid Reference Number: W/RFQ/10-05/2025-2026)
Here’s your Namibia-specific compliance checklist—miss one, and you’ll be disqualified:
| Requirement | What to Attach / Do | Namibia Tip |
|---|---|---|
| Quotation Letter (Section II) | Signed, dated, initialled every page | Mismatched signatures or missing initials = instant disqualification |
| Bid Securing Declaration | Use provided template, sign properly | Error-free—this replaces monetary security |
| Company Registration | Certified copy (Police certification required) | The company name must match exactly with your bid forms |
| Tax Good Standing | Original or Police-certified copy | Must still be valid on closing date |
| Social Security Good Standing | Original or Police-certified copy | Exempt companies must show proof |
| Affirmative Action Compliance | Valid certificate, exemption, or “not a relevant employer” proof | SMEs often forget this—don’t |
| Fitness Certificate (City of Windhoek) | Certified copy | Needed because fumigation is a regulated service |
| Undertaking on Wages | Signed declaration to pay lawful wages | This is a labour law requirement |
| Margin of Preference | Evidence for SME, women/youth ownership, or local content | Earns you evaluation points under Section 71(3) of the Act |
If even one of these documents is missing, your bid will be marked as non-responsive. Make this checklist your self-audit before submitting.
How to structure your winning quotation
1. Lead with compliance
Your Quotation Letter should start with the full title:
“REQUEST FOR THE FUMIGATION OF THE RESOURCE CENTRE FOR THE DIRETORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS) FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE” and reference W/RFQ/10-05/2025-2026.
State that:
- Your price is fixed in Namibian Dollars (NAD).
- Your quotation is valid for 60 days.
- You will deliver services within 30 days of receiving the Purchase Order.
2. Provide fumigation specifications
Give technical details, including:
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.
- Chemicals to be used (include product datasheets).
- WHO-approved or Namibian Ministry-approved pesticides.
- Fumigation method (fogging, misting, spraying).
- Equipment list (fogging machines, protective gear, signage).
- Safety measures (evacuation plan, ventilation, PPE for staff).
- Post-treatment clearance certificate to prove the site is safe.
3. Price cleanly and competitively
Your Price Schedule must show:
- Line items (e.g., chemical application, labour, PPE, transport).
- VAT-inclusive totals.
- Grand total in NAD.
Avoid conditional pricing—evaluators only want clean, fixed prices.
4. Win with Margin of Preference
If you’re an SME, youth-owned, or women-owned business, this is where you can shine. Submit:
- SME Certificate.
- Founding statements with shareholding percentages.
- Copies of Namibian IDs for shareholders.
This can give you up to 10% advantage over competitors.
5. References matter
Submit at least three recent reference letters from previous fumigation contracts, preferably government or corporate buildings. Strong reference letters include:
- Contract description.
- Value.
- Delivery timeframe.
- Contact person for verification.
6. Logistics & delivery plan
Show that you’re ready to mobilise within days of award. Include:
- Staff size and qualifications.
- Chemical stock availability.
- Transport to the Resource Centre.
- A project timeline showing fumigation within 30 days.
Frequently Asked Questions (Bid Reference Number: W/RFQ/10-05/2025-2026)
Q: Where do I submit my bid?
A: At First Floor, Room 108, Government Office Park, Luther Street (Bid Box).
Q: Can I email my bid?
A: No. Only sealed physical submissions are accepted.
Q: What if my Tax Certificate expires before closing date?
A: Renew it. Expired certificates cause automatic rejection.
Q: Do I need a bid security?
A: Yes. A Bid Securing Declaration is mandatory.
Q: How long must my bid be valid?
A: For 60 days after submission.
Q: What is the delivery timeline?
A: You must complete fumigation within 30 days after contract award.
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.
How to register and never miss Namibian tenders
All public tenders—including this fumigation RFQ—are available on the Government eProcurement Portal.
But if you want stress-free compliance, let us do it for you: Tender Application Assistance.
We’ll handle:
- Document preparation.
- Compliance checks.
- Submission on your behalf.
This frees you up to focus on service delivery and growth.
Need business registration or compliance certificates? Use our trusted service: Business Registration in Namibia.
Looking for current tenders this month?
Final Thoughts on REQUEST FOR THE FUMIGATION OF THE RESOURCE CENTRE (NLAS) (Bid Reference Number: W/RFQ/10-05/2025-2026)
Namibian pest control SMEs should not ignore this. The Ministry has made it straightforward: deliver compliance and meet technical specifications. Do that, and you have every chance of winning.
The deadline is 19 September 2025 at 10:00. Miss it, and your competitors will take the contract.
🚨 Act now: prepare your documents, print and certify your certificates, and make sure your bid is sealed and submitted on time.
If you want an extra edge, let us package your tender professionally at Tender Application Assistance.
This is your chance to break into government contracts—don’t watch others cash in while you’re left behind.
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.
Leave a Reply