Issue Date: 
Tuesday, August 21, 2018

10 steps in the bid process

Each year, Organs of State invite the Private Sector to submit competitive bids for the supply of goods and services. Organs of State bid requests attract SMME's and large businesses across a wide range of sectors - from office supplies to major construction projects.

Here is an overview of 10 steps you should take to prepare a competitive bid.

1.    Register your interest

Follow the instructions in the bid document to register your interest with the purchasing agency. This important step will help keep you up to date on any bid information sessions.

2.    Attend briefing sessions

If you registered through a bid website, monitor the website for updates about bids. Attend any bid briefing sessions offered. These are valuable opportunities to ask questions and make contact with Organs of State. They may also give you a chance to meet potential subcontractors or make contacts that could participate in a consortium. Organs of State are also usually under no obligation to otherwise make available copies of information, presentations, etc., that may be given at a briefing sessions.

3.    Develop your bid response strategy

If you are bidding for a high-value bid, plan your bid carefully and consider the requirements and resources involved. For example, ask yourself:

a.    How much will it cost to prepare the bid?

b.    What information do we need to gather?

c.    What resources will we need to fulfil the contract?

d.    Who will manage the bid project?

e.    How will we plan the workload, assign the work required, schedule the meetings?

f.    Who is our competition and what are our chances of winning?

g.    What is our plan for marketing our products and services and pitching our business?

4.    Review recent awarded contracts

If you are unclear about any requirements in the bid request, contact the bid coordinator to seek clarification. What type of companies won similar bids in the past? What does the contracting Organ of State look for? What can you do to match their expectations?

5.    Write a compelling bid

Prepare your bid response. This includes planning, drafting and refining it. Make sure that you use the response forms provided and answer all questions. Stick to any word/page limits that there may be, and (as a general rule) do not go altering things like fonts and font sizes and numbering unless expressly permitted. Be clear about your structure and propositions. Decide on several key propositions you can use to set your bid apart from others. Review the evaluation criteria to gain a better understanding of what things the government agency is particularly looking for and will be evaluating your offer against. If you are not a strong writer, think about engaging a professional (a range of businesses offer bid writing services).

6.    Understand the payment terms

When putting together your bid response, make sure you are aware of the payment schedule specified. Organ of State payment schedules will vary from entity to entity and procurement to procurement. You may not get paid as soon as the job is finished or goods are delivered. If you require payment different to that specified, you should detail this in your offer.

7.    Provide References

Provide References who know your business and can attest to your work.

Give your References clear information about the bid request so they know what points to emphasise in their reference. If you have previously supplied goods or services to an Organ of State, ask them for a reference.

8.    Check and submit your bid

Make sure you check your proposal carefully before submitting it. Use a checklist to make sure your bid meets all the requirements (some bids will include a checklist that you can also use).

9.    Present your bid

Bid panels responsible for high-value contracts may request a formal presentation from bidders. If you need to present your offer to an evaluation panel, stay focused on the key messages in your proposal. Most importantly, prepare. Plan your presentation carefully, rehearse and, if you don't feel you're a strong presenter, get some coaching in presentation skills.

10.    Request a debriefing

You can request a debriefing on the bid after the process, especially if your bid is unsuccessful. Feedback from the evaluation committee can be extremely useful in understanding how your offering can be improved and can assist you in preparing for your next bid. Look for ways to improve your next bid.

To learn more about this and many other bid conditions please attend one of our HowtoTender workshops. For more information on the tender courses please email Werner at werner@how2tender.com.

 

Title Closing Date Tender No.
Appointment of a service provider to implement an electronic document and records management system for Chief Directorate: Professional Ethics 2019-02-01 11:00 OPSC 006/ 18
Appointment of a service provider for garden maintenance at the National Research Foundation in Pretoria for a period of five years 2019-02-13 11:00 NRF/ RISA B&M/ 006/ 2018
Appointment of a service provider for the provision of security services for the National Lotteries Commission for Free State Office (Welkom) 2019-02-18 11:00 NLC/ 2018 - 22
Provision of physical security services at the South African Medical Research Council Sites 2019-02-15 11:00 SAMRC/ FMPPSG/ 2018/ 14
Artificial Intelligence: Machine Learning Project 2019-02-15 12:00 RFP_2019_RPS_00001
Consulting Services on the Management and Supervision of the implementation of the MNJTF Command, Control, Communication and Information System (C3IS) and Aerial Intelligence, Surveillance and Reconnaissance (A-ISR) Service Contracts. 2019-02-04 15:00 AUC/PSOD/EU/QCBS/C-01/2016
Production and Delivery Of The Annual Report of merSETA For Periods 2018/2019 and 2019/2020 2019-02-07 11:00 RFP 005/ 2018
Appointment of a service provider for the supply and delivery of a new network performance monitoring system for the quality of services monitoring (QoS) on an 80/20 PPPFA 2000, Preferential Procurement Regulation: 2017 2019-02-19 11:00 ICASA 19/ 2018
Provision of Accredited Training, Establish SMME’s and Cooperatives, Provide Readiness. 2019-02-08 11:00 GEP005/ YOUTHPMO/ 18
Physical verification of all spaza shops in the Gauteng Region 2019-02-08 11:00 GEP003/ SPAZASHOPSPROJECT/ 18
Supply and delivery of Cleaning Chemical [As and when required] to various EKZNW resorts for a period of 3 years. 2019-02-15 11:00 EKZNW 01/ 2019
Supply and Delivery of fencing materials at Hluhluwe Game Reserve. 2019-02-15 11:00 EKZNW 04/ 2019
Provision of cleaning services at the Gauteng Department of Economic Development and Gauteng Department of Agriculture and Rural Development including regional offices. 2019-02-08 11:00 GT/ GDED/ 004/ 2019
South African Social Security Agency: Verulam Local Office: Procurement of Office Accommodation and Parking: Office space required of 832.44m² and 27 Secured parking bays on site.The building should be located in the Verulam CBD. 2019-02-12 11:00 DBN18/ 11/ 11
SAPS VISS and TRT: Port Shepstone: Procurement of Alternative Office Accommodation and Parking for the period of 5 years. Office space required should be able to cater for 1868.75m², 432 parking bays and 02 wash bays. Building to be located within the Port Shepstone area. 2019-02-20 11:00 DBN19/ 01/ 01
Removal of Healthcare risk waste: Various Correctional Centres - KwaZulu Natal Region for a period of 12 months 2019-02-18 11:00 KZN 09/ 2018
Appointment of a company to provide a suitable marine survey vessel for the Council for Geoscience for a period of three (3) years. 2019-02-18 11:00 CGS- 2018- 39F
Appointment of service provider for a Deep Vertical Stratigraphic Research Core Borehole for the Karoo Deep Drilling Programme in T Beaufort West. 2019-02-18 11:00 CGS- 2018- 045A
The purpose of this Request for Quotation (RFQ) is to invite proposals for the provision of catering services to the Tribunal. It is the Tribunal’s intention to appoint three (3) service providers onto a Panel of Preferred Suppliers for catering services. Please read the RFQ Documents for all the requirements. 2019-02-15 11:00 ER- RFQ/ 2018- 2019/ 11/ Catering
Appointment of a service provider to provide office lease space on a lease agreement for the CCMA Tzaneen Office for a period of five (5) years. 80/20 Principle will apply. 2019-02-08 11:00 CCMA/ 2018/ 06ALIMP

Pages

Two types of Joint Ventures and Joint Venture agreements 

By W van Rooyen

www.howtotender.co.za

The structure of the joint venture should set out the nature of your partnership. There are two main types of agreements:

  1. If the joint venture is a business in its own right, it will be an incorporated joint venture. This type is not... Read More
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