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REQUEST FOR CATERING SERVICES FOR THE WORKSHOP WITH EXISTING YOUTH-LEADERS AND NETWORKS FROM 06-10 OCTOBER 2025 IN ZAMBEZI REGION FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
Winning catering tenders in Namibia requires compliance, speed, and a strong value offer. This Request for Catering Services for the Workshop with Existing Youth-Leaders and Networks (06–10 October 2025, Zambezi Region) under Bid Reference Number NCS/RFQ/10-140/2025-2026 is an excellent opportunity for SMEs in the catering sector to secure a reliable government contract. Below is your full, step-by-step guide written as a Namibian business consultant.
Why this tender matters for catering businesses in Namibia
Government workshops and conferences provide steady income streams and valuable experience for SMEs. This tender specifically focuses on providing catering for youth-leaders and networks over a period of five days in October 2025 in the Zambezi Region.
Winning this tender will not only boost your income but also enhance your credibility with the Ministry of Education, Innovation, Youth, Sports, Arts and Culture. Once you successfully deliver this contract, your business can leverage the reference to qualify for larger catering and hospitality tenders in the future.
- Closing Date: Confirmed in the tender pack (typically 7–14 days after advertisement).
- Event Duration: 06–10 October 2025 (five consecutive days).
- Location: Zambezi Region.
- Bid Reference Number: NCS/RFQ/10-140/2025-2026.
What the buyer is asking for
The Directorate of Programme and Quality Assurance requires a catering service provider who can:
- Deliver breakfast, mid-morning tea, lunch, afternoon tea, and dinner each day of the event.
- Ensure nutritious and safe meals are served consistently on time.
- Provide dietary accommodations such as vegetarian meals, culturally sensitive dishes, and allergy considerations.
- Supply the staff, equipment, and logistics needed to execute catering services for the duration of the workshop.
- Operate within the Zambezi Region with the ability to transport food safely and in compliance with health regulations.
Compulsory documents you must include
Failure to attach any of these documents will result in automatic disqualification.
| Requirement | What to provide | Namibia-specific tip |
|---|---|---|
| Quotation Letter | Signed, dated, initialled | Use the RFQ title and reference NCS/RFQ/10-140/2025-2026. |
| Company Registration | Certified copy | Certified by Namibian Police (not older than 6 months). |
| Tax Good Standing | Certified or original | Ensure it covers the tender closing date. |
| Social Security Good Standing | Certified or original | Or attach proof of exemption if not applicable. |
| Affirmative Action Compliance | Compliance certificate or exemption | SMEs that don’t qualify must submit proof of exemption. |
| SME Certificate | If applicable | Helps unlock preference points. |
| Bid Securing Declaration | Correct template, signed | Replaces monetary security deposits. |
| Reference Letters | At least 3 for catering services | Preferably previous catering for government or NGOs. |
Attach all these documents neatly, initial every page, and place them in the order listed in the RFQ.
How to prepare a competitive quotation (NCS/RFQ/10-140/2025-2026)
Step 1: Confirm compliance and delivery
Your quotation should begin with a clear statement confirming the tender title and the bid reference number (NCS/RFQ/10-140/2025-2026). State that you commit to provide catering services for all five days and that your quotation remains valid for 60 days from the closing date.
Also confirm that you can deliver meals on-site in the Zambezi Region and that you will meet all dietary and health requirements.
Step 2: Present a clear and attractive menu
The Ministry expects a full catering plan. Provide a menu for each day, with variety to avoid repetition.
Sample Daily Catering Schedule:
| Day | Breakfast | Mid-Morning | Lunch | Afternoon Tea | Dinner |
|---|---|---|---|---|---|
| Day 1 | Scrambled eggs, toast, tea/coffee, juice | Vetkoek & juice | Pap, beef stew, coleslaw, seasonal fruit | Muffins & juice | Grilled fish, rice, salad |
| Day 2 | Porridge, milk, fruit | Sandwiches (ham & cheese/veg) | Chicken stew, pasta, spinach | Biscuits & tea | Beef curry, samp, pumpkin |
| Day 3 | Omelettes, toast, tea/coffee | Scones & juice | Fried chicken, rice, mixed vegetables | Fruit salad & juice | Mince, spaghetti, green salad |
| Day 4 | Cornflakes, milk, fruit | Doughnuts & tea | Grilled fish, pap, beetroot salad | Cookies & juice | Mutton stew, rice, carrots |
| Day 5 | Bacon, eggs, toast, juice | Vetkoek with mince | Chicken curry, rice, cabbage | Muffins & tea | Braai combo (beef, chicken), salads, bread |
This structure shows planning and reassures the evaluators that you can handle a five-day catering assignment.
Step 3: Price smartly
Price breakdown should be per participant, per meal. Use the RFQ’s pricing sheet, ensuring:
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- Unit prices (per meal, per person).
- Daily totals (sum of meals for each day).
- Grand total (total contract value).
- Indicate if prices are VAT-inclusive.
Keep pricing competitive but realistic. Unrealistically low prices often get disqualified for being “non-responsive.”
Step 4: Show reliability
Your bid should also include a short logistics plan, for example:
- Food preparation site: A licensed kitchen facility with proper hygiene standards.
- Staffing: Experienced catering team with uniforms.
- Equipment: Delivery vehicles, food warmers, coolers.
- Hygiene: Compliance with Namibia’s health and food safety standards.
- Backup plan: Alternative supplier in case of shortages.
This builds confidence in your ability to deliver consistently for the five-day event.
Step 5: Win preference points
Under the Public Procurement Act, local SMEs, youth, and women-owned companies may earn margin of preference points during evaluation. To benefit:
- Attach SME Certificate (if applicable).
- Provide shareholding documents or founding statements proving ownership.
- Attach IDs of owners to prove Namibian citizen ownership.
- Provide proof of local content (if sourcing ingredients locally).
Preference points can give your business an edge over larger competitors.
Why SMEs should not miss this chance (NCS/RFQ/10-140/2025-2026)
The Public Procurement Act 15 of 2015 and its regulations are designed to empower local businesses, especially SMEs, women, and youth-owned enterprises. Catering tenders are among the easiest entry points into government procurement.
By securing this tender, you gain:
- Guaranteed government payment.
- Strong references for future tenders.
- Experience in managing large-scale catering contracts.
This tender is especially ideal for regional businesses in Zambezi with existing catering capacity.
How to submit
- Place your quotation and all documents in a sealed envelope.
- Clearly label it with the Tender Title and Bid Reference Number: NCS/RFQ/10-140/2025-2026.
- Deliver to the Quotation/Bid Box at the Ministry of Education, Government Office Park, Luther Street, Windhoek (or the address specified in the RFQ pack).
- Submit before 10:00am on the closing date. Late submissions are not accepted.
Keep a copy of your submission for your records.
Where to find more tenders
Government tenders, including this one, are posted daily on the official eProcurement portal: https://egp1.gov.na/.
For a done-for-you service—where we prepare, package, and submit your entire tender application—visit: Tender Application Assistance.
Looking for other opportunities?
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.
Need help registering a business or getting compliance certificates? Start here: Business Registration in Namibia.
Final Thoughts on Request for Catering Services for the Workshop with Existing Youth-Leaders and Networks (NCS/RFQ/10-140/2025-2026)
This tender is a golden opportunity for caterers in Namibia—particularly SMEs in the Zambezi Region. The five-day contract is not just about serving meals; it’s about securing a long-term business advantage.
If you comply fully, price competitively, and present a clear menu and logistics plan, your chances of winning are high.
But don’t delay. The closing date is approaching, and every hour counts. If you’re not confident preparing the application yourself, our team can handle it for you.
👉 Apply today through Tender Application Assistance and secure your slice of Namibia’s government catering opportunities.
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