REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF CARTRIDGES FOR THE KHARAS REGIONAL COUNCIL

The REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF CARTRIDGES FOR THE KHARAS REGIONAL COUNCIL, issued under Bid Reference Number G/RFQ/||KRC-07/2025/2026, is exactly the type of RFQ where SMEs and local suppliers can compete fairly and win. Winning Namibian government tenders is all about speed, compliance, and presenting a strong value offer.

This expanded guide—written from the perspective of a Namibian business consultant—unpacks everything you need to know about this tender: what the Regional Council wants, the documents you must prepare, and how to make your quotation stand out against competitors.

Why this tender matters for Namibian suppliers

The ||Kharas Regional Council is looking for a reliable supplier to provide printer cartridges. Every government office depends on cartridges daily, and this procurement is not a one-off—it opens doors to repeat business opportunities.

For suppliers in Namibia, this is a golden opportunity because:

• The evaluation is based mainly on lowest compliant price, which means smaller businesses have a real chance to win.
• Cartridges are consumables, meaning repeat orders are common. Winning once can set you up for long-term supply relationships.
• The procurement process is straightforward and governed by the Public Procurement Act, 2015 and its Regulations, which ensures fair competition.

If you can prove compliance, deliver genuine cartridges (or high-quality approved equivalents), and keep your prices competitive, you stand an excellent chance of winning.

Key details you must know (G/RFQ/||KRC-07/2025/2026)

Compliance checklist (don’t skip this)

Here is the exact list of documents you must prepare to avoid disqualification:

1. Quotation Letter – fully completed, signed, and dated. Initial every page of the quotation.
2. List of Goods & Price Schedule – list cartridges by model, brand, and compatibility, with fixed NAD prices.
3. Specifications & Compliance Sheet – tick “Comply/Not Comply” for every item. Attach catalogues or brochures.
4. Bid Securing Declaration – use the provided template in the RFQ and sign it correctly.
5. Company Registration Certificate – certified copy (by Namibian Police or Commissioner of Oaths).
6. Tax Good Standing Certificate – original or valid certified copy covering the closing date.
7. Social Security Good Standing Certificate – original or certified copy, or exemption letter if applicable.
8. Affirmative Action Compliance Certificate – or an exemption/letter of not being a relevant employer.
9. SME Certificate (if applicable) – certified copy to unlock SME preference points.
10. Three (3) Reference Letters – on previous cartridge supply or ICT consumables. Letters should be signed and on letterhead.
11. Undertaking on Wages – signed as per the Labour Act.

Namibia-specific tip: Disqualification often happens when a bidder forgets to attach a single document or fails to sign/initial every page. Triple-check your pack before submission.

How to structure a winning quotation (G/RFQ/||KRC-07/2025/2026)

1. Lead with compliance

In your cover letter, clearly state:

• The title of the RFQ: REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF CARTRIDGES FOR THE KHARAS REGIONAL COUNCIL
• The procurement reference number: G/RFQ/||KRC-07/2025/2026
• That your bid is valid for 60 days.
• That you will deliver within 30 days after receiving the Purchase Order/Letter of Acceptance.
• That your prices are fixed in Namibian Dollars and inclusive of all costs.

2. Price clearly and competitively

Break down your offer in a price schedule. Example:

Be sure to:

• Use NAD only.
• Avoid conditional discounts.
• Show a clean grand total.

3. Highlight quality assurance

The Council wants assurance that cartridges will work without problems. Attach brochures, manufacturer letters, or datasheets showing:

• Originality or high-quality compatibility.
• Proper packaging to prevent damage.
• Warranty or replacement guarantees.

4. Delivery and logistics plan

Explain how you will deliver to Keetmanshoop within 30 days. For example:

• Local stock availability.
• Transport arrangements to ||Kharas Regional Council offices.
• Quality check and packaging before dispatch.

This reassures evaluators that you won’t delay delivery.

5. Win the margin of preference

The Public Procurement Act allows preference points for:

• SMEs,
• Youth-owned, women-owned, or Namibian citizen-owned businesses,
• Locally manufactured or supplied products.

Attach your SME Certificate, IDs, or shareholding proof to claim these points.

Common mistakes that lead to disqualification

• Forgetting to initial or sign all pages.
• Submitting expired Tax or Social Security certificates.
• Not including a Bid Securing Declaration.
• Offering “equivalent” cartridges without proof of compatibility.
• Submitting after the deadline (late bids are rejected automatically).

How tenders are evaluated

For sealed quotations like this:

1. Compliance Check – are all documents present and valid?
2. Technical Evaluation – do cartridges meet specifications?
3. Price Evaluation – lowest compliant price wins.

Even if your price is lowest, missing documents will disqualify you.

How to access and apply for Namibian tenders

All public tenders—including this one—are listed on the Government e-Procurement Portal: https://egp1.gov.na/.

Steps:

1. Register your business as a supplier.
2. Search using the procurement reference G/RFQ/||KRC-07/2025/2026.
3. Download the RFQ document.
4. Prepare and compile your quotation.
5. Submit sealed in the Bid Box before the deadline.

Support services to make it easier

• Tender application assistance: If you want professionals to prepare and submit your quotation for you, use our service here.
• Business registration in Namibia: If your business is not yet registered, or you need compliance certificates fast, get help here: Business Registration in Namibia.

These services help you stay focused on running your business while we handle the paperwork.

Final Thoughts on REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF CARTRIDGES FOR THE KHARAS REGIONAL COUNCIL (G/RFQ/||KRC-07/2025/2026)

This tender is a low-risk, high-opportunity RFQ perfect for SMEs. It’s simple, repeatable, and based on compliance plus lowest price. If you prepare a complete, clean pack, your chances of winning are very strong.

The closing date is 19 September 2025 at 10h00—do not wait until the last day. Submitting early shows professionalism and avoids technical mistakes.

Government tenders in Namibia are being released daily. Don’t let this opportunity pass you by—act now and secure a slice of the public procurement market.

👉 Apply with us here: Tender Application Assistance

REQUEST FOR SEALED QUOTATION FOR THE SUPPLY AND DELIVERY OF WATER ACCESSORIES FOR TWENTY-FOUR MONTHS FOR THE ||KHARAS REGIONAL COUNCIL

Request for Sealed Quotations for Supply and Delivery of Hot And Cold Water Dispensers for the ||Kharas Regional Council

REQUEST FOR SUPPLY AND DELIVERY OF BOOKS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE

REQUEST FOR SUPPLY AND DELIVERY OF CLEANING MATERIALS FOR NLAS.

REQUEST FOR SUPPLY AND DELIVERY OF CORPORATE GIFTS FOR THE DIRECTORATE OF NAMIBIA LIBRARY AND ARCHIEVES SERVICE (NLAS) FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE