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.
Information on Water Treatment System 2019-03-01 10:00 CORP 4647
Consulting engineering services for the routine road maintenance of national route N2 section 10 km 73.40 to section 11 km 71.74 and national route R75 section 1 km 0 to section 2 km 25.93 and national route R335 section 1 km 0 to km 30.12 2019-02-04 10:00 X.003-031-2019/1F
Panel of professional services (civil, building, mechanical, electrical and environmental) for a period of three (03) years 2019-02-08 12:00 T32/2018
The Replacement and Maintenance of Signages at O R Tambo International Airport (ORTIA) for A Period Of 60 Months 2019-01-31 11:00 COR5652/2018/RFP
Supply and Delivery of Stationery for SABC Offices at Auckland Park on an “as and when” Requiredd Basis, for a Period of Three (3) Years 2019-01-11 12:00 RFP/LOG/2018/19
Maintenance of Electricals and HVAC Controls Systems 2019-02-01 11:00 ORT5749/2018/RFP
Replacement of TVOB camera equipment. 2018-12-18 12:00 RFP/TVO/2018/76
Supply and Delivery of 10 X 290 2wd Sunroof 60 Kw Tractors for Zululand District Municipality 2018-12-19 12:00 ZDM 111/2018
An Enabling Agreement (EA) for Design, Supply, Delivery, Installation, Commissioning, Training, Support and Repairs of Operational Technology (OT) Voice and Regional Operational Voice Control System on an "as and when required" basis for a period of 5 (Five) years. 2019-02-07 10:00 CORP4640
Refurbish Fit and Install Lime Feeder Machine at Withoogte Purification Plant 2018-12-19 12:00 6/5/2/387
Eskom to conduct tests at the supplier's laboratory for determination of the current withstand of medium voltage overhead line hardware over period of three (3) years on an "as and when required" basis 2019-02-08 10:00 CORP 4609
Appointment of service provider to upgrade and installation of a security systems at Council for Geoscience Head Office. 2019-02-08 11:00 CGS-2018-041A
Request for proposal for pilot project for leak detection on Rand Water pipelines using satellite technology 2019-02-08 12:00 RFP00552/18
Compilation of the 2017/2018 MIG Annual Report 2018-12-20 12:00 RFQ/501
Request for proposal for development of economically viable solutions for the handling, disposal and reuse of water treatment residue at Rand Water 2019-02-08 12:00 RFP00553/18
Copper Tube 28mm Class 2, Sabs 460 2018-12-21 11:00 SQ12181326
Couplings 15 Mm X 20 Mm Reducing Male I.T.C. Cobra Or Q D-2rxs - Sans 10525/1 Approved. 2018-12-21 11:00 SQ12181326
Elbow 3/4" X 22mm X 90 Deg. Male I.T.C. D8xs (Sabs Approval Required On Coupling) 2018-12-21 11:00 SQ12181326
Developing, hosting and managing Black Umbrellas virtual incubation platform 2019-01-21 17:00 No reference supplied
Coupling 15 Mm Straight C.T.C. D-1xs (Sabs Approval Required On Coupling) -Sans 10525/1 Approved 2018-12-21 11:00 SQ12181326

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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