SUPPLY AND DELIVERY OF STATIONERY FOR THE NAMIBIAN CHILD DAY

Winning Namibian government tenders is about two things: compliance and speed. The SUPPLY AND DELIVERY OF STATIONERY FOR THE NAMIBIAN CHILD DAY tender, issued under Bid Reference Number G/IQ/OHRC12-05/2025/2026, is a golden chance for Namibian SMEs to get an official contract with the Ohangwena Regional Council. This guide expands on everything you need to know: what the buyer wants, which documents are compulsory, how to price correctly, and how to submit before the deadline.

Why this tender matters

The Namibian government is preparing for Namibian Child Day, an event that requires essential learning and writing materials. These stationery items may seem small, but they play a critical role in ensuring children have what they need on the day. For you, the supplier, this tender represents:

• A fast-turnaround opportunity (delivery within 4 days).
• A credible entry point into government supply chains.
• A chance to build your profile as a trusted vendor for future tenders.
• A contract that is straightforward in terms of supply, with low technical complexity.

For local SMEs, this is the type of tender that can be delivered quickly while meeting all compliance requirements.

Key tender details

Here’s what you must know before applying:

• Tender Title: SUPPLY AND DELIVERY OF STATIONERY FOR THE NAMIBIAN CHILD DAY
• Procuring Entity: Ohangwena Regional Council – Division Gender Equality and Child Welfare
• Procurement Method: Informal Quotation (Goods)
• Bid Reference Number: G/IQ/OHRC12-05/2025/2026
• Closing Date & Time: 09 September 2025, 10:00 (Windhoek time)
• Submission Address: Division Gender Equality and Child Welfare, Ohangwena Regional Council, in a sealed envelope marked with the reference number
• Validity of Offer: 60 days from submission deadline
• Delivery Period: 4 days after receiving Purchase Order
• Queries Contact: Ms. Johanna Nauyoma (+264 81 873 1742)

Missing the closing date or not sealing and labelling your envelope correctly will result in automatic disqualification.

Exact items required (G/IQ/OHRC12-05/2025/2026)

The tender is very specific on what needs to be supplied. Here’s the full breakdown:

👉 Tip: Don’t substitute with unlisted brands unless you clearly indicate “equivalent” and back it up with catalogues. If the RFQ asks for BIC pens, supply BIC pens.

Compliance checklist (G/IQ/OHRC12-05/2025/2026)

This is where many suppliers lose tenders—not because of price, but because they fail compliance. Attach the following documents to your quotation:

• Certified Company Registration – matches the entity name on your quotation.
• Tax Good Standing Certificate – valid at least until after closing date.
• Social Security Good Standing Certificate – or exemption proof if you have no employees.
• Affirmative Action Compliance Certificate – or proof of exemption if you’re an SME.
• SME Certificate (if applicable) – to qualify for SME preference points.
• Bid Securing Declaration – signed properly using the provided template.
• Undertaking under Labour Act – commit to paying fair wages and display this at the workplace.
• Quotation Letter – completed and signed.
• Initial all pages – failure to do this is an automatic disqualification risk.

Double-check this checklist before submission. Missing even one document could cost you the award.

How to prepare a winning quotation

1. Lead with compliance

Start your quotation letter with the tender title and reference number. Confirm 4-day delivery, 60-day validity, and firm pricing. Address it correctly to the Ohangwena Regional Council – Division Gender Equality and Child Welfare.

2. Price cleanly

Structure your pricing schedule neatly. Use columns for unit price, quantity, line total, and grand total (in NAD). Avoid conditions or unclear discounts. Keep prices fixed and firm for the 60-day validity.

3. Prove readiness

Since delivery must happen within 4 days, include supplier invoices, stock confirmations, or letters from distributors showing you can deliver immediately. This reassures evaluators that you can perform.

4. Add credibility

If possible, attach reference letters from past contracts supplying stationery or educational materials. Letters should state quantities delivered, values, performance quality, and contact details.

How to submit

Here’s the process you must follow:

1. Prepare all documents and sign the quotation letter.
2. Place everything in a sealed envelope.
3. Clearly mark it with G/IQ/OHRC12-05/2025/2026.
4. Deliver to the Quotation/Bid Box, Division Gender Equality and Child Welfare, Ohangwena Regional Council.
5. Submit before 09 September 2025 at 10h00.

Late submissions will not be accepted under any circumstances.

Why some suppliers lose

Even if your pricing is competitive, here’s why many bids get rejected:

• Missing a required certificate (Tax, SSC, AA, SME).
• Supplying the wrong packaging/quantities (e.g., pens not in packs of 60).
• Not initialling every page of the quotation.
• Not meeting the 4-day delivery window.
• Failing to sign the Bid Securing Declaration correctly.

Learn from others’ mistakes—compliance first, price second.

Where to find Namibian tenders

All tenders are published on the Government e-Procurement Portal: https://egp1.gov.na/

If you want a done-for-you service, we can help with document preparation, compliance checks, and submission. Visit: Tender Application Assistance.

Looking for more tenders? Check these:

• Available tenders this month
• All Namibian tenders

Final thoughts on SUPPLY AND DELIVERY OF STATIONERY FOR THE NAMIBIAN CHILD DAY (G/IQ/OHRC12-05/2025/2026)

This tender is short, sharp, and competitive. The delivery deadline of 4 days means only suppliers with stock on hand will win. Compliance is non-negotiable—forget one certificate or fail to sign one page and you’re out.

🚨 Don’t wait—submissions close 09 September 2025 at 10h00. Act now and secure your spot.

👉 If you want expert help, visit: Tender Application Assistance—we’ll handle the admin while you focus on running your business.

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