Table of Contents
Informal Quotation: Supply and Delivery of Epson 103 Ink Cartridges (65ml) for Municipality of Walvis Bay
Namibia’s informal quotations move fast, but the winning formula is simple: be the lowest-priced fully compliant bidder. This guide—written as a Namibian business consultant—shows exactly how to win the Informal Quotation: Supply and Delivery of Epson 103 Ink Cartridges (65ml) for Municipality of Walvis Bay (Ref G/IQ/MWB-102/2025). Closing is 30 September 2025 at 11:00—move now or you’ll miss it.
What this Informal Quotation is really asking for
- Scope: Genuine Epson Ink 65ml cartridges, model 103 (Black, Cyan, Magenta, Yellow). No compatibles/refills unless expressly allowed (they aren’t).
- Delivery: Within 7 days of Purchase Order.
- Price Validity: 7 days from the deadline (30 September 2025).
- Award basis: Lowest price among offers that are substantially responsive (all documents correct and complete).
- Critical entity-specific notes: You won’t be considered if you have more than two pending Purchase Orders with the Municipality of Walvis Bay, or if you have a record of poor service/turning down awards with the Municipality.
📌 Namibia context: Informal Quotations are a small value method with a short, simple set of forms—typically just a few pages—designed for quick turnarounds. Being 100% responsive is non-negotiable.
Key dates and identifiers (put these on your cover page)
- Tender Title: Informal Quotation: Supply and Delivery of Epson 103 Ink Cartridges (65ml) for Municipality of Walvis Bay
- Bid Reference: G/IQ/MWB-102/2025
- Closing Date & Time: 30 September 2025, 11:00 (Windhoek time)
- Submission: Sealed envelope, clearly marked with G/IQ/MWB-102/2025, delivered to the address in the invitation document.
Phase 1: The Golden Rule — Compliance first, price second
This award goes to the lowest-priced offer that is substantially responsive. “Substantially responsive” = you attached every required document correctly and filled every page properly. Miss one item and you’re out—no matter how cheap you are.
Step 1 — Gather the Mandatory Eligibility Documents (dated and certified correctly)
Use this checklist to self-audit before you print and seal:
| # | Document Required | What exactly to do |
|---|---|---|
| 1 | NamRA Good Standing (certified copy) | Valid through the deadline. Certification must be clear and legible. |
| 2 | Affirmative Action Compliance Certificate or EEC letter (for non-relevant employers) | On Employment Equity Commission letterhead, stamped & signed. |
| 3 | Social Security Good Standing (certified) | Issued within 30 days before closing (dated ≥ 31 Aug 2025). |
| 4 | Company Registration (certified) | CC/PTY documents—entity name must match your forms. |
| 5 | Written Undertaking (Labour Act compliance) | Complete and sign the provided template in the pack. |
| 6 | BIPA Good Standing (certified) | Latest “in good standing/active” confirmation. |
| 7 | Complete the entire bidding document | Fill every page, initial all pages, sign where required. |
| 8 | Bank Account Confirmation | From your Namibian bank, issued within the last 6 months (≥ 30 Mar 2025). |
| 9 | One reference letter/completion certificate | Must prove similar supply (printer cartridges/office materials). |
| 10 | Bid Securing Declaration | Use the official form, sign accurately. (Public entities may request a bid securing declaration instead of security; see Regulations reg. 37 & Annexure 4.) |
Tip: Namibia’s procurement rules recognise bid securing declarations and preferences under the Act/Regulations—use the official templates and keep them error-free.
Phase 2: Technical responsiveness (say “COMPLY” and mean it)
Step 2 — Specifications & Compliance Sheet
- For each colour item (Black/Magenta/Cyan/Yellow), write “COMPLY” under Compliance of Specification Offered.
- Under Details of Non-Compliance, write “NONE” (you’re supplying the exact Epson 103 65ml).
- Sign, print name, position, and date the sheet.
What to supply: Genuine Epson 103 65ml cartridges. Don’t propose “equivalents” unless the document invites it (it doesn’t). Supplying the wrong product risks termination.
Phase 3: Price perfectly (and win)
Step 3 — The Quotation/Price Schedule
- Unit Price (VAT excl.) per cartridge.
- Subtotals per line and a clear Grand Total (VAT incl.)
- Country of Origin stated (e.g., Japan/China).
- Delivery commitment: within 7 days of purchase order.
- Price validity: 7 days from closing.
Namibia tip: The Municipality may vary quantities by up to ±10%. Build a thin buffer into your unit margins without losing the race to the bottom line.
How to package and submit (no last-minute drama)
- Initial every page, sign where required (quotation form, specs sheet, declarations).
- Assemble your documents in the checklist order with separators.
- Seal in an envelope labelled clearly with G/IQ/MWB-102/2025.
- Deliver before 30 September 2025, 11:00. Late = rejected at the door.
Fast Namibia-specific FAQs (G/IQ/MWB-102/2025)
Q: What wins here?
A: Lowest compliant price. That means complete file + clean math + genuine Epson 103 + 7-day delivery.
Q: Do I need a Bid Securing Declaration?
A: Yes—use the provided form and sign correctly (public bodies often require this instead of a monetary bid security).
Q: Where do I find more opportunities?
A: The Government e-Procurement Portal posts new tenders daily: https://egp1.gov.na/ (create your supplier account and check “Open Bids”).
Done-For-You Tender Application (we handle the admin while you sell)
If you’d rather focus on business while we grind through forms, certifications, printing, sealing and submission—we’ll do it all (line-by-line compliance check, cost-optimised pricing, and on-time delivery to the bid box).
👉 Book now: https://www.investinginnamibia.com/tender-application-assistance/
👉 See this month’s open tenders:
- https://www.investinginnamibia.com/tender-application-assistance/#available-tenders-this-month
- https://www.elidge.com/category/tenders-in-namibia/
And yes—we also help with business registrations & tender compliance (Tax, SSC, AA, etc.). Start here: https://www.investinginnamibia.com/business-registration-in-namibia/
Price your quote like a pro (free tool)
Avoid under/over-pricing. Use Namibia’s first Tender Bid Calculator to include all direct & indirect costs (materials, logistics, overheads) plus your margin—then export your totals:
Free calculator: https://www.elidge.com/bid-pricing-calculator-namibian-dollars/
If you’re thinking “this sounds great, but…” (we’ve got you)
If you’re reading this and thinking, “This sounds like a great opportunity, but I don’t have the time or experience to handle all this tender paperwork myself” I completely understand. It’s one thing to know about tenders, but it’s another thing to actually prepare and submit a winning bid. That’s exactly what my team does for clients all across Namibia. We help you find tenders, prepare all the required documents, and make sure your bid is 100% compliant and competitive. From company registrations and compliance certificates to compiling the bid documents and submitting them on time, we take care of it all — so you can focus on running your business.
📍 We only work with registered businesses
📍 Free initial consultation — we assess your business and show you where to start
📍 Fast, professional and confidential service
Click the link https://www.investinginnamibia.com/tender-application-assistance/ to book your consultation, and we’ll show you exactly how we can help you start winning government tenders in Namibia.
Final Thoughts on Informal Quotation: Supply and Delivery of Epson 103 Ink Cartridges (65ml) for Municipality of Walvis Bay (G/IQ/MWB-102/2025)
This is a quick, low-complexity opportunity that pays off for suppliers who submit perfectly compliant files at the best price. The closing clock is ticking—30 September 2025, 11:00—and there are no second chances if you miss a document or a signature. Don’t watch a competitor win by a few dollars because your bank confirmation letter was outdated.
Act now: download the pack from https://egp1.gov.na/, use the Bid Calculator, and let us package and submit a clean, winning file for you: https://www.investinginnamibia.com/tender-application-assistance/
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 Future of Tendering in Namibia: AI-Powered Tender Bid Calculators
Avoid Underpricing in Namibia Tenders with a Reliable Tender Bid Calculator
Tender Bid Calculator Template Namibia: Free Download for Contractors
How a Tender Bid Calculator Improves Your Chances of Winning in Namibia
Leave a Reply