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REQUEST FOR SUPPLY AND DELIVERY OF CORPORATE GIFTS FOR THE DIRECTORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS) FOR THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
If you are a Namibian supplier looking to break into the government procurement space, the REQUEST FOR SUPPLY AND DELIVERY OF CORPORATE GIFTS FOR THE DIRECTORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS) is one opportunity you cannot afford to miss. Issued under Procurement Reference Number G/RFQ/10-132/2025-2026, this RFQ opens doors for SMEs and established suppliers alike to secure a straightforward, fast-turnaround contract.
This detailed guide—written in the voice of a Namibian business consultant—will unpack what this tender means, the documents you need, and the exact steps to position yourself as the winning bidder.
Closing Date: 17 September 2025, 10:00 (Windhoek time).
Submission Venue: Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
Why this RFQ matters for Namibian suppliers
Corporate gifts are a staple in professional and public sector engagements. For the Ministry of Education’s Directorate of NLAS, these gifts are not just items—they represent the face of the institution when engaging communities, stakeholders, and international partners.
For suppliers, this is a low-barrier, high-reward opportunity because:
- The goods are widely available locally. Branded mugs, notebooks, and folders are standard products most SMEs can source and deliver.
- The evaluation criteria is price-based. The Ministry will award to the lowest evaluated compliant bidder, which means you don’t have to undercut quality—you just need to be compliant and competitive.
- Quick turnaround equals fast cash flow. Delivery is required within 30 days of receiving a Purchase Order or Letter of Acceptance, which means you can plan for payment soon after completing the contract.
- Margins of Preference (MoP) give SMEs an edge. If you are an SME, woman-owned, youth-owned, or PDP-owned enterprise, you can score additional evaluation points to beat larger competitors.
This is the kind of tender where a properly prepared SME can easily compete with established suppliers.
Who is buying
- Buyer: Ministry of Education, Innovation, Youth, Sports, Arts and Culture (Directorate of Namibia Library and Archives Service).
- Procurement Method: Request for Sealed Quotations (Goods).
- Primary Keyword: REQUEST FOR SUPPLY AND DELIVERY OF CORPORATE GIFTS FOR THE DIRECTORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS).
- Secondary Keyword: G/RFQ/10-132/2025-2026.
This tender falls under the sealed quotations method (as defined in Section 32 of the Public Procurement Act 15 of 2015), which is designed for procurement below certain thresholds. The process is simplified but strictly compliance-driven.
Compliance requirements checklist
Every responsive bid must include these compulsory documents. If one is missing, your bid will be rejected.
| Requirement | What to Attach | Namibia Tip |
|---|---|---|
| Quotation Letter (Section II) | Fully completed, signed, and initialled | Missing signatures or initials = automatic disqualification |
| List of Goods & Price Schedule | Itemised goods with unit price, line total, and grand total in NAD | Be clear and avoid conditional offers |
| Specifications & Compliance Sheet | Tick “Comply/Not Comply” and attach catalogues | If you mark “Comply,” make sure supporting catalogues prove it |
| Bid Securing Declaration | Signed form provided in the RFQ | No monetary bid bond needed, just this form |
| Company Registration | Certified copy (Namibian Police) | Must match the entity name on your quotation letter |
| Tax Good Standing | Original or certified copy | Ensure it is valid at the time of closing |
| Social Security Good Standing | Original or certified copy | If exempt, provide proof |
| Affirmative Action Compliance Certificate or exemption | Certified | Even SMEs must show proof of status |
| SME Certificate (if applicable) | Certified copy | Unlocks Margin of Preference points |
| Undertaking on Wages | Signed form | Shows compliance with Labour Act and wage orders |
| Margin of Preference Dossier | IDs, founding statements, share certificates, declarations | Up to 10% preference if evidence is valid |
Delivery requirements
- Delivery Period: Within 30 days of Purchase Order or Letter of Acceptance.
- Location: As specified by the Directorate of NLAS.
- Inspections: Goods will be tested on delivery for compliance with specifications.
- Deviation: No deviation from delivery period is allowed unless justified and accepted by the Ministry.
This means you must have your supply chain lined up. If you’re ordering branded items, make sure your printer/branding partner is ready to deliver on time.
How to structure a winning bid – G/RFQ/10-132/2025-2026
Step 1: Open with compliance
Your quotation letter must clearly reference the RFQ title and procurement reference number. Example wording:
“We, [Your Company Name], submit our quotation for the REQUEST FOR SUPPLY AND DELIVERY OF CORPORATE GIFTS FOR THE DIRECTORATE OF NAMIBIA LIBRARY AND ARCHIVES SERVICE (NLAS) under Procurement Reference G/RFQ/10-132/2025-2026. We confirm delivery within 30 days, bid validity of 60 days, and fixed prices in Namibian Dollars.”
Step 2: Price competitively
- Use the exact Price Schedule provided in the tender pack.
- Clearly state unit prices, line totals, and the grand total (exclusive and inclusive of VAT if applicable).
- Do not submit conditional discounts… they can make your bid non-responsive.
Step 3: Demonstrate product quality
Attach catalogues, brochures, or sample photos of your proposed corporate gifts. Include:
- Mug designs with NLAS logo and Namibia heart flag (two-sided print).
- Notebook specifications (size, cover type, number of pages, branding style).
- Folder samples (A4, with business card slot and pockets).
Step 4: Maximise the Margin of Preference
This tender allows up to 10% cumulative preference. Categories include:
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- Manufacturer (2%)
- MSME (1%)
- Women-owned (1%)
- Youth-owned (2%)
- PDP-owned (2%)
- Environment-friendly supplier (1%)
- Service rendered by Namibian citizens (1%)
If you qualify under any of these, submit the required proof. For example, attach share certificates, IDs, and SME certificates.
Frequently Asked Questions – G/RFQ/10-132/2025-2026
Q: Where do I submit my bid?
A: First Floor, Room 108, Government Office Park, Luther Street, Windhoek (Bid Box).
Q: Can I email my quotation?
A: No. Only hard-copy submissions deposited in the Bid Box will be accepted.
Q: Is late submission allowed?
A: No, bids submitted after 10:00 on 17 September 2025 will be rejected.
Q: Do I need a bid security?
A: No monetary security is required. Instead, a signed Bid Securing Declaration is compulsory.
Q: How long should my bid remain valid?
A: 60 days from the closing date.
Q: What happens after submission?
A: Bids will be opened internally. The Ministry will publish the award notice within 7 days of award.
Where to find tenders in Namibia
All Namibian government tenders, including this one, are published on the eProcurement Portal: https://egp1.gov.na/.
To see all tenders currently open:
If you don’t want to deal with the paperwork, we offer a done-for-you service: Tender Application Assistance. We’ll prepare, review, and submit your quotation, ensuring full compliance so you can focus on running your business.
Final Thoughts on REQUEST FOR SUPPLY AND DELIVERY OF CORPORATE GIFTS FOR NLAS – G/RFQ/10-132/2025-2026
This tender—G/RFQ/10-132/2025-2026—is a golden opportunity for Namibian SMEs and established suppliers. With low complexity, quick delivery timelines, and MoP points up for grabs, it’s designed for small businesses to compete fairly and win.
But remember: compliance is non-negotiable. If even one required document is missing, your bid will be disqualified.
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.
The deadline is 17 September 2025 at 10:00. Don’t procrastinate—prepare your documents now, seal them properly, and deliver on time.
And if you want experts to handle everything for you, use our assistance service: Tender Application Assistance.
Opportunities like this are slipping into competitors’ hands every day. Don’t let this one pass you by.
REQUEST FOR SUPPLY AND DELIVERY OF FURNITURES FOR REGIONAL PUBLIC LIBRARIES
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