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REQUEST FOR SUPPLY AND DELIVERY OF PUZZLES AND GAMES FOR PUBLIC LIBRARIES FOR THE DIRECTORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICES FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
This blog provides a step-by-step guide to help suppliers prepare a compliant and competitive bid that stands out (supply and delivery of puzzles and games).
Namibia’s public procurement system offers unique chances for SMEs and local suppliers to grow. One such chance is the REQUEST FOR SUPPLY AND DELIVERY OF PUZZLES AND GAMES FOR PUBLIC LIBRARIES, issued by the Directorate of Namibia Library and Archives Services (NLAS) under the Ministry of Education, Innovation, Youth, Sports, Arts and Culture. This tender, referenced as G/RFQ/10-118/2025-2026, is open for sealed quotations until 15 September 2025 at 10:00 AM.
Why this tender is important for Namibian businesses
Public libraries in Namibia are evolving beyond book lending—they are becoming community hubs for lifelong learning. To support this, the Ministry is investing in puzzles and games that enhance literacy, problem-solving, and creativity among children and adults.
For local suppliers, this tender is a fast-moving opportunity:
- Quick delivery period (30 days after purchase order).
- Low administrative burden compared to large works tenders.
- High potential for repeat orders—once your products are accepted, libraries may request top-ups in future.
- Public visibility—your brand gains recognition through placement in public institutions across Namibia.
Tender details at a glance (G/RFQ/10-118/2025-2026)
| Item | Detail |
|---|---|
| Tender Title | REQUEST FOR SUPPLY AND DELIVERY OF PUZZLES AND GAMES FOR PUBLIC LIBRARIES |
| Procurement Ref | G/RFQ/10-118/2025-2026 |
| Buyer | Ministry of Education, Innovation, Youth, Sports & Culture (Directorate of NLAS) |
| Closing Date & Time | 15 September 2025, before 10:00 AM |
| Submission Venue | Bid Box, Room 108, First Floor, Government Office Park, Windhoek |
| Validity Period | 60 days |
| Delivery Period | 30 days after Purchase Order |
| Contacts | Christine.Mudumbi@moe.gov.na, Pauline.Ausiku@moe.gov.na, Regina.Puteho@moe.gov.na |
What the Ministry is asking for
The buyer is seeking new, durable, and educational puzzles and games suitable for public library use. The focus is on items that are:
- Safe and non-toxic (suitable for children and adults).
- Reusable and easy to clean (to withstand public use).
- Age-appropriate, covering early childhood to adult learning.
- Educational in focus, supporting numeracy, literacy, problem-solving, and teamwork.
Examples of acceptable items include:
- Alphabet and number puzzles.
- Memory and logic games.
- Board games with educational content.
- Tangram and geometric puzzles.
- Namibia-themed games (wildlife, history, culture).
Step-by-step compliance checklist
Every bidder must submit documents in a sealed envelope with the full tender title and procurement reference clearly marked. Missing or incomplete documents can lead to disqualification.
| Requirement | What to Attach | Namibia Tip |
|---|---|---|
| Quotation Letter | Fully signed, dated, initialed on all pages | Ensure company name matches certificates. |
| Price Schedule | Unit price, quantity, line totals, grand total | Use NAD only. Include delivery costs. |
| Compliance Sheet | Mark “Comply” or “Not Comply” | Attach catalogues or brochures for each game. |
| Bid Securing Declaration | Signed official form | This replaces bid security—must be error-free. |
| Company Registration | Certified copy | Must be issued by BIPA or valid authority. |
| Tax Good Standing | Original or police-certified copy | Valid until after 15 September 2025. |
| Social Security Good Standing | Certified copy or exemption | Mandatory for all suppliers. |
| Affirmative Action | Certificate or exemption | Needed even if “not a relevant employer.” |
| SME Certificate (if applicable) | Certified copy | Unlocks preference points. |
| Reference Letters | At least 3 letters for similar supplies | Public sector contracts carry more weight. |
Example table to copy into your quotation
When preparing your sealed quotation for G/RFQ/10-118/2025-2026, include a completed price and specification table like this:
| Item No. | Product (Puzzle/Game) | Brand/Model | Age Range | Learning Outcome | Qty | Unit (N$) | Total (N$) | Warranty | Delivery Time |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Wooden Alphabet Puzzle (Uppercase) | EduWood A-26 | 4–7 | Literacy (letter recognition) | 120 | 185.00 | 22,200.00 | 12 months | 14 days |
| 2 | Tangram Set (Class Pack) | LogicLab T-Class24 | 7–12 | Spatial reasoning | 60 | 520.00 | 31,200.00 | 12 months | 14 days |
| 3 | Number Match Cards | NumeriCard N-120 | 6–9 | Numeracy | 150 | 95.00 | 14,250.00 | 6 months | 14 days |
| 4 | Cooperative Board Game (Reading) | ReadQuest RQ-2 | 8–12 | Reading comprehension | 40 | 680.00 | 27,200.00 | 12 months | 21 days |
| 5 | Memory Game (Wildlife Namibia) | Savanna Mind SM-WN | 5–10 | Memory & local knowledge | 100 | 155.00 | 15,500.00 | 12 months | 21 days |
Tip: Always add a grand total, a delivery plan, and a substitution matrix (approved equivalents) to avoid disqualification during clarifications.
Substitution Matrix (Approved Equivalents)
A substitution matrix is essential in case one of your proposed products becomes unavailable. It shows evaluators that you have already identified approved equivalents of equal or higher quality.
Here’s an example you can adapt:
| Original Item | Proposed Equivalent | Reason for Substitution | Proof of Equivalence |
|---|---|---|---|
| EduWood A-26 Alphabet Puzzle | AlphaLearn AL-100 | Out of stock from main supplier | Catalogue & safety certificate attached |
| LogicLab T-Class24 Tangram Set | PuzzleMaster PM-24 | Faster delivery available | ISO certification and product brochure |
| NumeriCard N-120 Match Cards | BrainBoost BB-200 | Local manufacturer (supports preference points) | Sample & SME certificate attached |
Tip: If you propose an equivalent, always include catalogues, safety standards, and warranty details. This reassures the Ministry that quality will not be compromised.
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Common pitfalls to avoid
- Submitting late (deadline is 15 September 2025, 10:00 AM).
- Forgetting signatures/initials on pages.
- Attaching expired compliance documents.
- Providing vague descriptions without catalogues.
- Failing to declare equivalents in a substitution matrix.
How to access tenders in Namibia
All public tenders are available on the Namibian eProcurement Portal: https://egp1.gov.na/.
For a done-for-you service—where we prepare your compliance documents, pricing tables, and submit on your behalf—click here: Tender Application Assistance.
You can also see Available Tenders This Month to apply for more opportunities.
For company compliance and fast-track registration, visit: Business Registration in Namibia.
Final Thoughts on REQUEST FOR SUPPLY AND DELIVERY OF PUZZLES AND GAMES FOR PUBLIC LIBRARIES
This tender is a golden opportunity for Namibian suppliers of educational products. With a clear closing date of 15 September 2025 at 10:00 AM, the key is compliance, transparency, and competitive pricing.
If you fail to act, competitors will secure the deal and enjoy long-term visibility in Namibia’s public library system. Don’t delay—prepare your sealed quotation today.
If you’d like my team to handle the paperwork, compliance, and submission for you, visit our Tender Assistance page. We’ll ensure your bid is compliant and delivered on time while you focus on running your business.
PROCUREMENT FOR THE SUPPLY, DELIVERY AND INSTALLATION OF SOLAR FLOODLIGHT AMTA KATIMA SILO OFFICES
SERVICING AND REPAIRING WASHING MACHINE
SERVICING AND REPAIRING MOTOR GATE SYSTEM
PROCURING OF BASIC TRAINING ON FIRE FIGHTER
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.
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