Emergency school hostel food tender cancelled as costly interim contracts extended for six months

The government has extended costly emergency food supply contracts for school hostels six months, following the cancellation of a restricted bidding process.

This is necessary to avoid disruptions while a new tender process is finalised, the government has said, and follows the cancellation of bid processes for the procurement of supply and delivery of food to government school hostels for the next six months.

In a letter dated 16 April, the Central Procurement Board of Namibia (CPBN) informs all bidders that it has resolved to cancel the restricted bidding process for the six-month procurement of food on behalf of the Ministry of Education, Innovation, Youth, Sport, Arts and Culture.

CPBN chairperson Mary Shiimi says the decision was taken during a board meeting held on the same day, in line with the Public Procurement Act, which allows for cancellation where a bidding process “does not create or achieve the expected outcome”.

Executive director of education Erastus Haitengela yesterday confirmed that the current food suppliers would continue serving schools for the next six months, despite the expiry of an existing contract as the government finalises a new tender process.

He said ongoing legal procedures linked to the procurement process are nearing completion, necessitating interim arrangements to avoid disruption.

“There are suppliers currently providing food to schools. Therefore there is minimal or no impact on pupils,” Haitengela said.

“Yes, the contract was ending but we continue to procure through short-term emergency services, which is very costly to government at the moment.”

He could not provide the cost amount at the time of going to print.

Haitengela explained that the value of the upcoming tender would be determined based on supplier bids and quotations, within a set threshold defined by the ministry.

TRANSPARENCY WORRIES

A stakeholder, who spoke to The Namibian on condition of anonymity, said the cancellation of the tender raises concerns over transparency and procurement procedures.

They say no proper explanation was provided as to why it was cancelled.

They claim the tender was intended as an interim measure to ensure continued food supply to pupils while a related court process is ongoing.

“Its early termination before the bid closing date raises questions about how the outcome was assessed without completed submissions. It also raises concerns about potential disruptions to food delivery at school hostels, a service that requires coordinated logistics and reliable suppliers,” the stakeholder says.

They are calling for clearer communication and a reassessment of the procurement process to ensure continuity of service and maintaining confidence in the system.

“A careful and structured approach would help to ensure service delivery to pupils is not compromised, confirm adequate capacity and infrastructure are in place, maintain fairness and confidence in the procurement system, and avoid unintended consequences that may arise from premature or unclear decisions,” the source says.

“This is not merely a procurement matter; it is a national service that directly impacts pupils’ well-being.”

Namibia National Students Organisation spokesperson Jessy Abraham says hostel pupils are among the most vulnerable in the education system, and any disruption to food supply threatens their ability to remain in school.

She says the six-month procurement window, without a confirmed long-term supply arrangement, creates uncertainty.

“What contingency arrangements does the ministry have for the period during which the process is being restarted? We are calling on the ministry to provide a clear timeline so that no pupil goes without nutrient means,” she says.

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