To apply for government tenders in Zambia, a business must first be properly registered and compliant, register as a supplier on the Zambia Public Procurement Authority Electronic Government Procurement system, identify suitable opportunities, and submit every document required in the tender before the stated deadline.

The biggest mistake businesses make is treating a tender like an ordinary quotation. It is not.

A public tender is a structured procurement process. Your company can offer the best product and the lowest price and still lose because a mandatory certificate is missing, a form is unsigned, your bid security is incorrect or you failed to demonstrate the experience required in the solicitation document.

This guide explains how to apply for tenders in Zambia from beginning to end, with a particular focus on Government ministries, councils, statutory bodies, public institutions and state-owned entities.

Private companies, NGOs, mines and international organisations may run their own procurement processes. Their tender documents remain the final authority for those procurements.

Key Takeaways

• Businesses intending to participate in Zambia’s public procurement system should register on the ZPPA Electronic Government Procurement system, commonly called e-GP. The Public Procurement Act makes e-GP the central supplier database.
• The main legal framework is the Public Procurement Act No. 8 of 2020, as amended by the Public Procurement (Amendment) Act No. 17 of 2023, together with the Public Procurement Regulations of 2022.
• A bidder must generally be legally capable of contracting, solvent, compliant with tax and social security obligations, properly licensed where required and free from disqualifying conflicts or procurement sanctions.
• Open National Bidding is currently open to citizen and local bidders, with citizen bidders receiving priority as prescribed. Foreign bidders principally participate through procurements that permit international participation.
• Zambia introduced new public procurement preference and reservation regulations in June 2025, including evaluation preferences for citizen bidders, local suppliers, women-owned enterprises, youth-owned enterprises and other qualifying groups.
• Tender evaluation is based on the methodology and criteria contained in the solicitation document. You cannot normally repair a materially non-responsive bid after closing through clarification.
• For procurements subject to the best-evaluated-bidder notice procedure, a contract cannot be awarded until five working days have elapsed after the notice is published.

What do you need before applying for tenders in Zambia?

Before looking for tenders, make your company tender-ready. A business that starts collecting compliance documents two days before a closing deadline will eventually lose a good opportunity because one certificate is expired, unavailable or inconsistent with its e-GP profile.

Zambia’s Public Procurement Act sets basic eligibility conditions. A bidder must have legal capacity, be solvent, meet applicable professional licensing requirements, fulfil tax and social security obligations, avoid conflicts of interest and not be suspended from public procurement.

The ZPPA e-GP supplier registration page currently asks for information and documents including a company registration number, TPIN, PACRA or company registration certificate, ZRA tax compliance certificate and social security certificate. It also provides for CEEC information where applicable.

A strong tender file should therefore contain:

Document	Why you should have it ready
PACRA registration documents	Proves legal existence and ownership
TPIN	Tax identification
Valid ZRA Tax Compliance Certificate	Evidence of tax compliance
Social security compliance evidence	Public procurement eligibility
CEEC certificate, where applicable	May support preference or reservation claims
Sector licences	Required for regulated activities
Company profile	Demonstrates capability
Financial statements	Often used to prove financial capacity
Bank details/reference	May be requested in qualification
Past contracts and reference letters	Proves relevant experience
Staff CVs and qualifications	Common for service and consultancy bids
Manufacturer authorisation	Often required where supplying branded/OEM goods
Insurance documents	Required for some works and service contracts

For construction tenders, additional requirements can include valid National Council for Construction registration in the appropriate category and grade. The NCC regulates contractors in Zambia and maintains contractor registration requirements.

The rule is simple: the tender document, not your standard company profile, determines what you must submit.

How do you register on ZPPA e-GP and find tenders?

The main starting point for public tenders in Zambia is the Electronic Government Procurement system operated by the Zambia Public Procurement Authority. Potential public suppliers are required to register on the e-GP system, which serves as the central supplier database.

Supplier registration is self-service. The current registration process allows a company to identify itself as local or foreign, retrieve business information from PACRA and provide its TPIN, registration certificate, tax compliance certificate, social security information and other supplier details.

One small feature is particularly useful: UNSPSC codes.

UNSPSC stands for United Nations Standard Products and Services Code. Suppliers can select codes representing the products and services they sell. ZPPA states that when an open procurement matching those codes is published, the system can automatically email relevant registered suppliers.

Do not select only one broad code if your company sells across several legitimate categories. Correct classification improves tender discovery.

Businesses should also use the Annual Procurement Plans on e-GP.

These plans show what public institutions expect to purchase before the tender is actually advertised. Zambia’s 2026 e-GP portal contains published procurement plans from ministries, councils, pension institutions, utilities and other public bodies.

That turns procurement from reactive selling into pipeline management.

Instead of waiting for a tender to appear, a supplier can identify that a public institution plans to buy computers, vehicles, uniforms, consulting services or construction works later in the year and prepare capacity in advance.

If your business only starts thinking about a tender after the advertisement appears, you are already late. M&J Consultants can help you build a tender-readiness file covering your statutory documents, financial records, company profile and compliance gaps before the opportunity goes live.

How do you choose the right tender to apply for?

Do not apply for every tender your company can technically submit. Apply where you can prove that you meet the eligibility, technical and financial requirements. Tendering is expensive in management time, bid preparation, guarantees, travel, documentation and sometimes working capital.

Start by identifying the procurement method.

Zambia’s Public Procurement Act recognises methods including open national bidding, open international bidding, open national and international selection, limited bidding, simplified bidding, direct bidding, electronic reverse auction and other prescribed methods. Open bidding is intended to maximise competition and value for money.

For most SMEs, an important distinction is between Open National Bidding and Open International Bidding.

Following amendments introduced in 2023, Open National Bidding is limited to citizen and local bidders, with citizen bidders receiving priority in the evaluation as prescribed.

Under the Act:

• a citizen bidder includes a company wholly owned by Zambian citizens;
• a local bidder is a non-citizen bidder registered to undertake business in Zambia; and
• a foreign bidder is a non-citizen bidder that is not registered to undertake business in Zambia.

Foreign businesses must therefore pay close attention to bidder eligibility. The amended Act also requires foreign bidders, subject to specified exemptions such as OEMs and franchise holders, to partner with a citizen supplier.

Before bidding, answer five questions:

1. Are we eligible?
2. Do we meet every mandatory requirement?
3. Can we prove the required past experience?
4. Can we finance delivery if we win?
5. Can we make an acceptable commercial return at a competitive price?

If two or more answers are no, do not force the bid.

How should you prepare a winning tender submission?

Build the bid around the evaluation criteria, not around your company profile. The Public Procurement Act requires the solicitation document to state the eligibility requirements, documentary evidence, evaluation methodology and criteria that will determine the best evaluated bidder.

A practical tender response should be prepared using a compliance matrix.

Create a table before writing anything:

Tender requirement	Mandatory?	Evidence required	Where included
PACRA certificate	Yes	Valid certificate	Section A
Tax Compliance Certificate	Yes	Current ZRA TCC	Section A
Similar contracts	Yes	3 contracts	Section B
Delivery	Yes	Maximum 30 days	Technical offer
Manufacturer authority	Yes	OEM letter	Section C
Bid security	Yes	Bank guarantee	Section A
Technical specifications	Yes	Compliance schedule	Section C

Then work through it line by line.

1. Preliminary requirements

This is where many bids die.

Attach every mandatory form. Use the exact format requested. Sign where required. Stamp where required. Check certificate validity dates.

Do not assume the evaluator will search elsewhere in your document for missing information.

2. Technical proposal

Answer the specification directly.

If the tender asks:

Minimum 16GB RAM

Do not simply attach a 40-page laptop brochure.

State:

Requirement: 16GB RAM Offered: 16GB DDR5 RAM Compliant: Yes Evidence: Manufacturer datasheet, page 4

Make compliance easy to verify.

For consulting assignments, map your methodology to the Terms of Reference, deliverables, team structure and timetable.

3. Experience

Do not list every job your business has ever done.

Show the most relevant contracts and provide evidence where requested.

4. Financial proposal

Check arithmetic, taxes, currency, delivery charges and whether prices should be VAT-inclusive or exclusive.

Under the amended Act, evaluation can consider price, operating costs, delivery times, specifications, payment terms, experience and other criteria stated in the tender. Lowest price therefore does not automatically mean winning bid.

Worked example: one missing document

Assume a Lusaka ICT company bids to supply 100 laptops.

Its price is ZMW 920,000.

Another bidder quotes ZMW 970,000.

The first company’s offer looks cheaper. However, the tender requires an OEM manufacturer authorisation letter and the first bidder does not submit one.

If that authorisation is stated as a mandatory technical or eligibility requirement, the cheaper bid can be found non-responsive. The evaluator cannot simply rewrite the bid after closing. The Act allows clarification but prohibits using clarification to make an unqualified bidder qualified or a materially unresponsive submission responsive.

Tendering is compliance first, competition second.

What are bid securities, tender preferences and reservations?

Some tenders require a bid security or bid-securing declaration, while qualifying Zambian bidders can also benefit from statutory preference and reservation schemes. These are two different concepts and both must be handled exactly as the solicitation document requires.

A procuring entity may require a bid security or a bid-securing declaration. A bid security can be forfeited where a bidder withdraws after the submission deadline during the validity period, refuses to enter into the required contract or fails to provide required performance security.

Do not improvise a bank guarantee.

If the tender specifies a format, amount, issuing institution, validity period or wording, follow it precisely.

Zambia also revised public procurement preferences through Statutory Instrument No. 45 of 2025, the Public Procurement (Preference and Reservation Schemes) Regulations.

Current evaluation margins include:

Qualifying bidder category	Margin of preference
Local supplier	5%
Citizen supplier	7%
Citizen enterprise owned by a woman	9%
Citizen enterprise owned by youth	9%
Citizen enterprise owned by a person with disability	10%
Qualifying citizen business within the specified turnover threshold	8%
Citizen/local supplier JV or subcontract arrangement	6%

Where a bidder qualifies for more than one margin, the regulations provide for the margin giving the highest advantage rather than simply adding multiple percentages together.

There are separate local-content preferences for qualifying products produced in Zambia. For example, a product produced in Zambia by a citizen bidder with at least 35% local content can attract a 15% preference under the 2025 regulations.

Do not simply write “we are Zambian” in the proposal.

Provide the documentary evidence required to establish the claimed status.

What happens after you submit a tender in Zambia?

Once a bid is submitted, it moves through opening, preliminary examination, evaluation, qualification and approval before a final contract is awarded. Your job after submission is to monitor formal communications and respond quickly to legitimate clarification requests.

Deadlines are absolute.

The Public Procurement Act requires bidding to close at the precise date and time stated in the solicitation document. Late bids are not accepted.

This matters even more with e-GP.

Do not begin uploading a large tender five minutes before closing. Internet problems, incorrect file formats or last-minute document errors are your risk.

Where the procurement method requires it, bids proceed through public opening followed by evaluation. The evaluation committee can assess areas including price, technical characteristics, delivery, operating costs, professional capability and past performance where those criteria appear in the solicitation.

The procuring entity can request clarification, but that does not give the bidder a second chance to redesign the bid. Changes to the substance or price are generally prohibited after closing.

For procurements subject to the best-evaluated-bidder procedure, the procuring entity publishes a notice identifying the proposed successful bidder before the contract is awarded.

The 2023 amendment reduced the waiting period from ten to five working days. ZPPA has specifically reminded procuring entities that no contract should be awarded until those five working days have elapsed.

Unsuccessful bidders must be notified and given reasons before the contract is signed.

Can you appeal a tender decision?

Yes.

A bidder aggrieved by a procuring entity’s decision may appeal through the procedure provided under the Public Procurement Act. The 2023 amendment reduced the statutory period for the relevant application under section 100 from ten to five working days, so complaints must be acted on quickly.

Do not wait three weeks and then start asking what happened.

How do you actually improve your chances of winning tenders?

The companies that win consistently treat tendering as a sales system, not a lottery. They track procurement plans, maintain compliance, build references, choose opportunities strategically and understand how evaluators score their bids.

The first improvement is simple: stop tender chasing.

Use annual procurement plans to build a 6–12 month pipeline.

If the Ministry of Education, a council or statutory body intends to procure your product this year, record:

• procuring entity;
• expected procurement;
• estimated timing;
• procurement method;
• potential contract value;
• eligibility restrictions;
• decision-maker and procurement contact;
• documents likely to be needed; and
• whether you can finance delivery.

Second, build experience deliberately.

Large tenders frequently require evidence of similar contracts. A new company cannot create five years of experience overnight. Start with smaller procurements, private-sector contracts or subcontracting arrangements that build a credible performance record.

Third, know your numbers.

Winning a ZMW 5 million contract that requires ZMW 4 million of cash before payment can bankrupt an undercapitalised company.

Tender strategy must include:

Gross margin + working capital + financing costs + tax + delivery risk + payment period.

Fourth, improve presentation.

Tender evaluators should not have to search through 300 pages to discover whether you meet a requirement. Number sections. Use dividers. Use a compliance matrix. Label supporting evidence. Keep digital filenames clear.

Fifth, use statutory advantages where you genuinely qualify.

The 2025 preference regulations can materially change bid evaluation for citizen suppliers and qualifying target groups.

“But don’t you need connections to win Government tenders?”

No legitimate tender strategy should depend on influencing officials.

The Public Procurement Act specifically prohibits unsolicited communications intended to influence the evaluation or comparison of bids. It also provides for rejection and sanctions where corrupt, fraudulent, collusive or coercive practices occur.

The better strategy is less exciting but far more scalable:

compliance + pipeline + evidence + competitive pricing + execution.

That is how tendering becomes a repeatable business channel rather than gambling on one large contract.

Tender application checklist for Zambia

Before pressing submit, run this final check:

• Confirm that your business is eligible for the procurement method.
• Read the full solicitation document at least twice.
• Create a requirement-by-requirement compliance matrix.
• Check your PACRA information against the tender and e-GP profile.
• Confirm your ZRA Tax Compliance Certificate is valid.
• Confirm social security compliance documentation.
• Attach CEEC evidence if claiming a qualifying preference.
• Confirm all industry-specific licences are current.
• Include NCC registration where required for construction works.
• Complete every mandatory tender form.
• Sign and stamp every section that requires it.
• Include the correct bid security or bid-securing declaration.
• Check technical specifications line by line.
• Attach manufacturer authorisation where required.
• Include evidence for every experience claim.
• Check staff qualifications against minimum criteria.
• Recalculate every figure in the financial proposal.
• Check whether quoted prices include or exclude VAT.
• Check currency and delivery terms.
• Check bid validity requirements.
• Review all uploaded files before final submission.
• Submit well before the official deadline.
• Save proof of submission.
• Monitor e-GP and email for clarifications and award notices.
• Review the Notice of Best Evaluated Bidder immediately if you have grounds for complaint.

Conclusion

Knowing how to apply for tenders in Zambia starts with understanding that tendering is a compliance process before it becomes a sales process.

Registering on ZPPA e-GP gives you access to the public procurement market. It does not make your company tender-ready.

The businesses that win consistently maintain current statutory records, study procurement plans, target the right opportunities, prove their technical and financial capability and submit bids that make evaluation straightforward.

Do not measure your tender strategy by how many bids you submit.

Measure it by qualified opportunities identified, compliant bids submitted, shortlist rate, win rate, contract margin and cash generated after delivery.

If you want to start bidding for Government contracts but your company documents, financial statements and tender pack are scattered across different folders, book a Tender Readiness Review with M&J Consultants. We assess your statutory compliance, bidder status, company profile, financial records and tender documentation, then give you a clear list of what needs to be fixed before the next bid closes.

Frequently Asked Questions

Where can I find Government tenders in Zambia?

The primary platform is the Zambia Public Procurement Authority Electronic Government Procurement system. It publishes public procurement opportunities and annual procurement plans and serves as the central supplier database for public procurement.

Do I need to register with ZPPA to apply for Government tenders?

Potential suppliers participating in public procurement are required to register on the e-GP system. ZPPA allows suppliers to self-register and provide their corporate, tax and other compliance information through the online platform.

What documents do I need to apply for a tender in Zambia?

Requirements vary by tender. Common documents include PACRA registration records, a valid ZRA Tax Compliance Certificate, social security compliance evidence, licences, financial information, experience records and technical documentation. The exact solicitation document must always be followed.

Can a foreign company apply for Government tenders in Zambia?

Yes, where the procurement permits foreign participation. Open National Bidding is restricted to citizen and local bidders, while international procurement may permit foreign bidders. Foreign bidders are generally required to partner with a citizen supplier, subject to statutory exemptions including certain OEM and franchise arrangements.

Does the lowest bidder always win a tender in Zambia?

No. The contract is recommended to the best evaluated bidder based on the evaluation methodology contained in the tender. Evaluation may consider price, technical compliance, delivery, operating costs, experience, professional capability and applicable preferences.

Can I correct a missing document after a tender closes?

Do not rely on it. A procuring entity can request clarification, but the amended Public Procurement Act prohibits using clarification to make an unqualified bidder qualified or a materially unresponsive submission responsive. Submit a complete bid before closing.