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REQUEST FOR THE PROCUREMENT OF A NEW LAPTOP FOR MANAGEMENT LEVEL FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS, AND CULTURE
The REQUEST FOR THE PROCUREMENT OF A NEW LAPTOP FOR MANAGEMENT LEVEL FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS, AND CULTURE, issued under Bid Reference Number G/RFQ/10-137/2025-2026, is a golden opportunity for ICT suppliers to enter or strengthen their presence in the public sector. Winning Namibian tenders is all about speed, compliance, and presenting a strong value offer. This guide expands each section to give you the insider’s perspective you need to craft a flawless quotation.
Closing Date: 17 September 2025, 10:00 (Windhoek)
Why this RFQ is a golden opportunity
This RFQ looks small—just one laptop—but don’t be fooled. Winning here gives you a foothold inside the Ministry of Education, one of Namibia’s largest buyers of ICT equipment. Government ministries prefer suppliers they already trust, so delivering on this contract can set you up for future bulk orders of laptops, desktops, printers, and accessories.
Evaluation will be based on the lowest evaluated responsive quotation. This means the Ministry will check compliance first. If your documents are incomplete or missing, your price won’t even be considered. But if you are compliant and priced competitively, you stand a high chance of winning.
Key details at a glance (G/RFQ/10-137/2025-2026)
| Item | Detail |
|---|---|
| RFQ Title | REQUEST FOR THE PROCUREMENT OF A NEW LAPTOP FOR MANAGEMENT LEVEL FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS, AND CULTURE |
| Procurement Ref | G/RFQ/10-137/2025-2026 |
| Closing date & time | 17 September 2025, 10:00 |
| Submission venue | Quotation/Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek |
| Validity | 60 days from submission deadline |
| Delivery period | 30 days after Purchase Order/Letter of Acceptance |
| Contact persons | Christine.Mudumbi@moe.gov.na, Genory.Aochamus@moe.gov.na, Regina.Puteho@moe.gov.na |
| Currency | Namibian Dollars (NAD) |
What documents you MUST include
To comply with the Public Procurement Act, 2015 and the RFQ instructions, prepare the following documents:
- Quotation Letter (Section II) – Signed, dated, and initialled. This must be the cover page of your bid.
- List of Goods & Price Schedule (Section III) – Clearly show laptop specs, unit price, and totals.
- Specifications & Compliance Sheet (Section V) – Mark “Comply” for each line item and attach catalogues.
- Bid Securing Declaration – Signed, replacing a financial guarantee. Must be error-free.
- Company Registration Certificate – Certified by Namibian Police.
- Tax Good Standing Certificate – Original or certified. Valid as at closing date.
- Social Security Good Standing Certificate – Original or certified.
- Affirmative Action Compliance Certificate – Or exemption/proof that you are not a relevant employer.
- SME Certificate – Certified, if applying as an SME.
- Three Reference Letters – From previous ICT supply contracts, preferably public-sector clients.
- Undertaking on Wages – Signed Labour Act compliance form.
- Margin of Preference Documents – Shareholder IDs, founding documents, SME proof, or local content declarations.
- Initial every page – Missing initials = automatic disqualification.
Step-by-step guide to structuring your quotation
Step 1: Cover with precision
Your Quotation Letter must reference the RFQ title and G/RFQ/10-137/2025-2026 upfront. Confirm that:
- Prices are fixed in NAD.
- Quotation is valid for 60 days.
- Delivery will be within 30 days after the Purchase Order.
Step 2: Nail the technical specifications
Attach brochures that prove compliance with management-level requirements. Specs should cover:
- Processor (Intel i7 or AMD Ryzen 7 equivalent).
- RAM: at least 16GB.
- Storage: SSD 512GB minimum.
- Display: 14–15.6” Full HD.
- Battery: 6–8 hours minimum.
- OS: Windows 11 Pro.
- Warranty: 12–36 months.
Mark every line “Comply” on the Specifications Sheet. If you deviate, provide proof of equivalence.
Step 3: Pricing strategy
Use a clean table with:
- Unit price (NAD).
- Quantity (1).
- Line total.
- Grand total (VAT inclusive).
Avoid conditional discounts or unclear add-ons.
Step 4: Win with Margin of Preference
This tender applies up to 10% preference:
- Manufacturer – 2%
- MSME – 1%
- Women-owned – 1%
- Youth-owned – 2%
- PDP-owned – 2%
- Environment-friendly supplier – 1%
- Services rendered by Namibian citizens – 1%
Stack them properly. Example: If you’re an SME, women-owned, and youth-owned, you can get a 4% edge on price evaluation.
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Step 5: References that count
Include three ICT supply references with:
- Name of institution.
- Items supplied.
- Value of contract.
- Contact person and phone/email.
- Statement on timely delivery and quality.
This proves capacity to deliver.
Frequently asked questions
Q: Where do I submit my quotation?
A: Room 108, First Floor, Government Office Park, Luther Street, Windhoek.
Q: How long must my quotation be valid?
A: 60 days after the submission deadline.
Q: What’s the delivery timeline?
A: 30 days after the Purchase Order.
Q: Is a Bid Securing Declaration compulsory?
A: Yes, it must be completed and signed.
Q: Can I email my bid?
A: No, only sealed hard-copy submissions are accepted.
How to never miss a tender again (G/RFQ/10-137/2025-2026)
All Namibian tenders, including this RFQ, are available on the official Government e-Procurement Portal. New tenders are published daily, and missing one means losing potential income.
If you want experts to prepare everything for you—forms, compliance documents, envelopes, submission—we’ve got you covered. Click here: Tender Application Assistance. We’ll handle the admin, you handle the business.
For ongoing opportunities:
- See available tenders this month.
- Or browse all Namibian government tenders.
Need fast company registration or compliance certificates? Use our service: Business Registration in Namibia.
Final Thoughts on REQUEST FOR THE PROCUREMENT OF A NEW LAPTOP (G/RFQ/10-137/2025-2026)
This tender is straightforward but unforgiving. The Ministry will only consider fully compliant bids. Forget a certificate, a signature, or a page initial, and you’re out. But if you present a clean, well-structured quotation with preference evidence, you have an excellent chance.
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.
Closing Date: 17 September 2025 at 10:00. Don’t wait until the last minute—submitting early gives you peace of mind.
If you don’t act now, someone else will. Secure this RFQ, build credibility, and open doors to larger ICT tenders.
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