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REQUEST FOR SEALED QUOTATION FOR CATERING FOR LBTA MEETINGS
If you own or manage a catering business in Namibia, the REQUEST FOR SEALED QUOTATION FOR CATERING FOR LBTA MEETINGS is a golden chance to secure a government contract that can stabilise your cash flow and build your reputation. Issued by the ||Kharas Regional Council, this RFQ seeks reliable caterers for official LBTA meetings in the 2025–2026 financial year.
The procurement reference is S/RFQ/||KRC-04/2025/2026. In this blog, we’ll walk through what the Council expects, how to prepare a fully compliant quotation, and insider tips to help you outcompete rivals.
Why catering tenders are big business in Namibia
Public sector catering contracts are among the most accessible tenders for SMEs. Unlike heavy equipment or ICT contracts, catering requires relatively low capital and leverages skills many local businesses already have.
Winning this tender means:
- Guaranteed government payments (once compliance is met)
- Recurring demand for multiple meetings over the financial year
- Credibility boost — government clients become your strongest references
But here’s the catch: compliance is king. One missing signature or uncertified copy and your file is thrown out before pricing is even considered.
Closing date, submission, and validity
- Closing Date & Time: 01 October 2025, 11:00 (Keetmanshoop)
- Submission Address: Bid Box, ||Kharas Regional Council, Private Bag 2184, Keetmanshoop
- Bid Validity: 90 days from submission deadline
- Delivery Timeline: Within 30 days after receiving the Purchase Order/Letter of Acceptance
- Queries Contact: Ms. B. E. Apollus (Division Lands, ||Kharas RC) – 081 355 1258
Mark these in your diary — late submissions are not opened.
Exact compliance checklist (S/RFQ/||KRC-04/2025/2026)
Here’s your step-by-step compliance audit before sealing your quotation envelope:
| Requirement | What to Attach | Why it Matters |
|---|---|---|
| Quotation Letter (Section II) | Signed, dated, initialled every page | Confirms validity & reference number; missing initials = rejection |
| Price Schedule (Section III) | Per-person menu breakdown in NAD | Allows apples-to-apples price comparison |
| Specs & Compliance Sheet (Section V) | Ticked Comply/Not Comply + menu samples | Confirms you meet requirements (portion sizes, dietary needs) |
| Business Registration | Certified copy (CC or Pty) | Proof your entity is legally registered |
| Tax Good Standing | Certified copy from Receiver of Revenue | Must be valid on submission date |
| Social Security Good Standing | Certified copy OR exemption letter | If no employees, SSC confirmation required |
| Affirmative Action Compliance | Certificate / exemption / proof of non-relevant employer | Legal requirement under AA Act |
| Labour Act Undertaking | Signed standard form | Proves you’ll pay lawful wages |
| Bid Securing Declaration | Signed & error-free | Replaces financial bid bond |
| SME Certificate (if applicable) | Certified copy | Unlocks margin of preference points |
| References | 3 catering reference letters | Shows track record with events of similar size |
Namibia Tip: Uncertified photocopies = automatic disqualification. Get all certifications done by a Commissioner of Oaths.
Sample catering price schedule
Below is a snippet-ready pricing table. Copy this structure into Section III of your quotation:
| Item Description | Unit (per person) | Estimated Qty (per meeting) | Unit Price (N$) | Line Total (N$) |
|---|---|---|---|---|
| Breakfast Pack (pastry, fruit, juice) | person | 30 | … | … |
| Tea Break (tea/coffee + biscuits) | person | 30 | … | … |
| Lunch (protein + starch + vegetables) | person | 30 | … | … |
| Bottled Water (500ml) | bottle | 30 | … | … |
| Service & Delivery Charge | meeting | 1 | … | … |
| Grand Total (per meeting) | … |
Tip: State clearly: “All prices quoted in Namibian Dollars, VAT inclusive where applicable, valid for 90 days.”
Ready-to-use Quotation Letter template
Paste this onto your company letterhead:
Re: REQUEST FOR SEALED QUOTATION FOR CATERING FOR LBTA MEETINGS – S/RFQ/||KRC-04/2025/2026
We, [Your Company Name], hereby submit our sealed quotation for catering services for LBTA meetings during the 2025–2026 financial year.
Our quotation includes:
- Completed Price Schedule (Section III)
- Specifications & Compliance Sheet (Section V)
- Certified statutory documents (Business Registration, Good Standing – Tax & SSC, AA compliance, Labour Undertaking, SME certificate if applicable)
- Signed Bid Securing Declaration
- Three reference letters
We confirm that:
- Our quotation is valid for 90 days from the closing date.
- Prices are fixed in NAD and VAT inclusive.
- We will deliver within 30 days after receipt of Purchase Order.
Signed: ______________________
Name: ______________________
Position: ______________________
Date: ______________________
Company Stamp: _____________
How bids are evaluated
According to the Public Procurement Act, 2015, evaluation follows two key filters:
- Compliance Check – Non-compliant bids are rejected immediately (missing signatures, expired certificates, uncertified copies).
- Lowest Evaluated Price – Among compliant bidders, the lowest per-person cost that meets the requirements wins.
Winning strategies (S/RFQ/||KRC-04/2025/2026)
- Don’t underquote unrealistically – evaluators may doubt your ability to deliver.
- Stack preference margins – SMEs, youth/women ownership, local sourcing all add up to a competitive edge.
- Show reliability – Attach a short logistics plan (vehicles, staff, delivery times).
Common mistakes that cost bidders the tender
- Forgetting to initial every page of the Standard Bidding Documents
- Submitting receipts instead of valid Good Standing certificates
- Mixing NAD and foreign currency in the price schedule
- Leaving blank lines in the Price Schedule
- Signing only the covering letter but not the Bid Securing Declaration
Frequently Asked Questions (S/RFQ/||KRC-04/2025/2026)
Q: What is the delivery period?
Within 30 days of receiving the Purchase Order.
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Q: Can I submit electronically?
No. This RFQ requires sealed hardcopy submission in the Council’s Bid Box.
Q: Do I need a Bid Bond?
No. Only a signed Bid Securing Declaration is required.
Q: Can SMEs win over big companies?
Yes. In fact, SMEs with certified SME certificates and local ownership enjoy preference margins.
Q: What if I have no employees?
Provide a Social Security exemption confirmation instead of Good Standing.
How to stay ahead of tenders
All Namibian tenders are posted on the Government eProcurement Portal: https://egp1.gov.na/.
To avoid missing deadlines, bookmark our updated list of Available Tenders This Month.
And if you’d rather focus on cooking while someone else handles the paperwork, use our done-for-you service: Tender Application Assistance.
Final thoughts on REQUEST FOR SEALED QUOTATION FOR CATERING FOR LBTA MEETINGS
This RFQ is a fast-moving, compliance-driven opportunity. Success isn’t about who makes the best food — it’s about who submits the cleanest, most compliant file.
Every day, businesses lose out on government contracts because of small errors: a missing signature, an expired certificate, or a sloppy price schedule. Don’t let that be you.
👉 Act now. Seal your quotation, drop it at the ||Kharas Regional Council Bid Box before 01 October 2025, 11:00, and claim your spot at the table.
If you want guaranteed compliance without stress, click here: We’ll prepare and submit everything for you.
Don’t wait — your competitors are already preparing. This contract won’t wait for latecomers.
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.
PROCUREMENT FOR THE SUPPLY, DELIVERY AND INSTALLATION OF SOLAR FLOODLIGHT AMTA KATIMA SILO OFFICES
SERVICING AND REPAIRING WASHING MACHINE
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