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REQUEST FOR SUPPLY AND DELIVERY OF PRINTED LIBRARY CARDS AND DATE SHEETS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE
This post details the REQUEST FOR SUPPLY AND DELIVERY OF PRINTED LIBRARY CARDS AND DATE SHEETS FOR NATIONAL LIBRARY AND ARCHIVES SERVICE (NLAS) OF THE MINISTRY OF EDUCATION, INNOVATION, YOUTH, SPORTS, ARTS AND CULTURE. This is a step-by-step guide to help Namibian SMEs and printing companies respond effectively to It unpacks every requirement, shows you how to prepare a compliant quotation, and explains how to position your business to win.
This opportunity is issued under Bid Reference Number G/RFQ/10-133/2025-2026.
Why this tender matters for Namibian suppliers
The National Library and Archives Service (NLAS) is central to Namibia’s information and literacy ecosystem. Library cards and date sheets are not just stationery—they are the lifeblood of managing users, loans, and circulation systems. Without them, libraries cannot operate smoothly.
For Namibian printing SMEs, this tender is an excellent entry point because:
- The items required are common to local printers and stationery suppliers.
- The delivery period of 30 days is achievable with good planning.
- The evaluation method is lowest evaluated compliant quotation, meaning price competitiveness and strict compliance to requirements are the deciding factors.
- The Ministry is willing to split awards per item, so even if you specialise in one product, you still have a chance to win part of the contract.
Key tender details:
- Closing Date: 18 September 2025, 10h00 (Windhoek time).
- Submission Venue: Quotation/Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
- Bid Validity: 60 days.
- Delivery Period: 30 days after PO/Letter of Acceptance.
What the buyer requires
The buyer is the Ministry of Education, Innovation, Youth, Sports, Arts and Culture through its National Library and Archives Service (NLAS).
The procurement is done under a Request for Sealed Quotations (Goods) method, which means:
- It is a simplified, fast-track process.
- Compliance is strict—missing one document can disqualify you.
- Price matters, but only after compliance is confirmed.
The items required include:
- Membership Cards (green film centre board, 300/350gsm, 127mm × 85mm, fold crease, black print, no gloss).
- Registration Cards (white 160gsm bond, 75mm × 125mm, double-sided).
- Date Sheets (white 80gsm, 122mm × 150mm).
You must show, with catalogues or product sheets, that you can supply goods exactly as required.
Compliance checklist (don’t miss any document!)
Here is the exact checklist of documents and requirements you need to include in your submission. Think of this as your “self-audit tool” before sealing your envelope:
- Quotation Letter (Section II)
- Must be completed in full, signed, dated, and initialled on every single page.
- This is your legal confirmation that you accept the RFQ terms.
- List of Goods & Price Schedule (Section III)
- State unit prices, totals, and ensure all prices are in Namibian Dollars (NAD).
- Prices must be fixed and valid for the 60-day bid validity period.
- Specifications & Compliance Sheet (Section V)
- Tick “Comply” for each item.
- Attach catalogues, brochures, or samples to prove compliance.
- Bid Securing Declaration
- Compulsory. Use the official template provided.
- This replaces a cash bid security. Errors or omissions will get you disqualified.
- Certified Company Registration Certificate
- Copy must be certified by the Namibian Police.
- Entity name must match exactly with your quotation.
- Tax Good Standing Certificate
- Original or certified copy. Must be valid through the submission deadline.
- Social Security Good Standing Certificate
- Original or certified copy. If exempt, attach proof.
- Affirmative Action Certificate
- Valid certificate or proof that you are not a relevant employer, or an exemption letter.
- SME Certificate (if applicable)
- Certified copy required if you want to claim SME preference.
- Three Reference Letters
- Must be for similar printing or stationery supply jobs.
- Best letters are recent, signed, on letterheads, and with clear contact details.
- Undertaking on Wages
- Signed declaration that your business complies with the Labour Act on wages.
- Margin of Preference Documents
- To claim up to 10% preference points, submit shareholder IDs, ownership structures, SME certificates, proof of environmental standards, and relevant declarations.
Key dates and submission summary
| Item | Detail |
|---|---|
| RFQ Title | REQUEST FOR SUPPLY AND DELIVERY OF PRINTED LIBRARY CARDS AND DATE SHEETS FOR NLAS |
| Procurement Ref | G/RFQ/10-133/2025-2026 |
| Closing Date | 18 September 2025, 10h00 |
| Submission Venue | First Floor, Room 108, Government Office Park, Windhoek |
| Bid Validity | 60 days |
| Delivery Timeline | 30 days after PO/LoA |
| Currency | Namibian Dollars (NAD) |
| Contact for Queries | Christine.Mudumbi@moe.gov.na / Regina.Puteho@moe.gov.na / Pauline.Ausiku@moe.gov.na |
How to structure a winning quotation
Step 1: Lead with compliance
Start your quotation letter with the RFQ title and Bid Reference Number G/RFQ/10-133/2025-2026. Confirm 60-day validity, confirm delivery in 30 days, and declare that prices are fixed in NAD.
Step 2: Price clearly and neatly
Use a professional price schedule with:
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- Unit price
- Quantity
- Line total
- Grand total
Avoid vague discounts, hidden conditions, or fluctuating prices.
Step 3: Demonstrate capability
Provide catalogues and attach three strong reference letters. Highlight your past successful delivery of similar goods (library materials, printed cards, stationery, etc.).
Step 4: Claim the Margin of Preference
If you are an SME, women-owned, youth-owned, PDP-owned, or a manufacturer, you may qualify for preference points. Provide all required proof (SME certificate, shareholder IDs, company registration with ownership details, environmental compliance documents).
Step 5: Show your delivery plan
Because the contract demands delivery in 30 days, describe your plan:
- Printing schedule
- Stock confirmation
- Quality assurance steps
- Transport arrangements
This gives evaluators confidence you can deliver.
Frequently Asked Questions
Q: Where do I submit the quotation?
A: Bid Box, First Floor, Room 108, Government Office Park, Luther Street, Windhoek.
Q: What is the delivery period?
A: 30 days after the Purchase Order/Letter of Acceptance.
Q: How long must my bid remain valid?
A: 60 days from submission deadline.
Q: Do I need a Bid Securing Declaration?
A: Yes, it is compulsory and must be signed.
Q: Can SMEs apply?
A: Yes, SMEs are encouraged to apply. Provide your SME certificate to benefit from preference margins.
How to access Namibian tenders
All Namibian tenders—including this one—are published on the official Government eProcurement Portal.
To stay ahead:
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.
- Register on the portal.
- Check “Open Bids” daily.
- Download and read the RFQs early.
For a done-for-you tender service (forms, compliance checks, and submission), visit: Tender Application Assistance.
To see other tenders currently open, visit:
Final Thoughts on REQUEST FOR SUPPLY AND DELIVERY OF PRINTED LIBRARY CARDS AND DATE SHEETS FOR NLAS (G/RFQ/10-133/2025-2026)
Winning the REQUEST FOR SUPPLY AND DELIVERY OF PRINTED LIBRARY CARDS AND DATE SHEETS FOR NLAS (G/RFQ/10-133/2025-2026) comes down to:
- Flawless compliance – every certificate and signature matters.
- Competitive pricing – be realistic but not overpriced.
- Reliable delivery – show you can meet the 30-day deadline.
The Ministry wants to award this quickly. Don’t procrastinate—missing the 18 September 2025 deadline means you are out.
📌 Need help? Use our consultancy team to package your bid professionally. Start here: Tender Application Assistance.
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