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.
Procurement of Uniforms & Personal Protective clothing for SITA Facilities Management & Logistics Department for a period of two (2) years 2019-03-08 11:00 RFB 1891/ 2018
Supply and Delivery of Footwear and Leather Products to the State. 2019-03-15 11:00 RT59- 2019
Supply and Delivery of Clothing to the State 2019-03-15 11:00 RT64- 2019
Supply of Trend Micro Licenses for the Office of the Premier (North West Province) which includes maintenance and support for a period of thirty six (36) months 2019-03-08 11:00 RFB1791/ 2018
SAP System Support and Training for Magalies Water 2019-03-08 11:00 RFB 1796/ 2018
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route N11 from Mookgopong municipal border through Marble Hall to Elias Motsoaledi municipal border, R573 from Dr JS Moroka municipal border to Marble Hall, R579 from Elias Motsoaledi municipal border through Nebo to Lepelle-Nkumpi municipal border 2019-03-07 14:00 NRA X.002- 100- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Road R33 from Modimolle Municipal border to Lephalale, R520 from the R510 intersection to Modimolle Municipal Border and R510 from Lephalale to Thabazimbi Municipal border. 2019-03-07 14:00 NRA X.002- 084- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route R81 from Polokwane Municipal boundary to Molemole Municipal boundary R521 from Polokwane Municipal boundary to Molemole Municipal boundary R36 from Greater Letaba Municipal boundary to Molemole Municipal boundary and N1-28X from Polokwane Municipal boundary to Molemole Municipal boundary 2019-03-14 14:00 NRA X.002- 079- 2019/ 1F (NONTOLL) &
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route R36 from Maruleng Municipal Boundary to Greater Letaba Municipal Boundary R71 from Polokwane Municipal Boundary to Ba-Phalaborwa Municipal Boundary and R529 from Letsitele to Greater Giyani Municipal Boundary 2019-03-14 14:00 NRA X.002- 095- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route R81 from Molemole Municipal boundary to Giyani R578 from Collins Chabane Municipal boundary to Giyani R529 from Greater Giyani Municipal Boundary to Giyani and the R36 from Greater Tzaneen Municipal boundary through Modjadjiskloof to Molemole Municipal boundary. 2019-03-14 14:00 NRA X.002- 094- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route N18 from the Naledi Municipal border to the Botswana border post, R49 from Mahikeng to the Ramotshere Moiloa municipal border and R505 from Ditsobotla municipal border to the R49 intersection 2019-03-14 14:00 NRA X.002- 125- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) is soliciting proposals from Service Provider/s that will offer Advertising and Marketing Services 2019-03-11 14:00 NRA 66110/ 1007/ 2019/ 02
The South African National Roads Agency SOC Limited (SANRAL) is soliciting proposals from Service Provider/s that will offer the following communications, public relations, content generation and design and layout services for its Toll and Non-toll network. 2019-03-08 14:00 NRA 66130/ 1007/ 2019/ 02
Provision of Leadership Development and Coaching Services at Sanas for a Period of Twelve (12) Months 2019-03-08 11:00 SANAS/ LDCS/ 2018- 19/ 04
Request For Quotation For Cloud Disaster Recovery Solution 2019-02-22 11:00 RFQ/ SANAS/ CDR/ 2018/ 01
Request for Proposals for the Appointment of a Panel of Attorneys who will Render Specialised Legal Services to SALGA for a Period of 36 x Months 2019-03-20 11:00 SALGA/ 75/ 2019
Provision of Insurance services to the RTMC for a period of 9 months with an option to extend for another 3 months 2019-03-18 11:00 RTMC BID 22/ 2018/ 19
Provision of Driver Simulators to The RTMC 2019-03-12 11:00 RTMC BID 21/ 2018/ 19
The RAF invites proposals from Assessor (s) suitably qualified and experienced to perform investigative services on behalf of the Road Accident Fund, within a prescribed time frame to meet the service delivery standards of the RAF. 2019-03-19 11:00 RAF/ 2019/ 00005
The Road Accident Fund (RAF) seeks to appoint a security and OHS systems services provider to render services, repairs and maintenance of RAF electronics and Occupational Health and Safety (OHS) security systems at Menlyn Regional Office and its Customer Service Centers (CSC’s) for a period of five (5) years 2019-03-20 11:00 RAF/ 2019/ 00006

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10 things to remember when you tender

By Werner van Rooyen

31 January 2019

There are many things that you as a small business owner must remember when you respond to a tender and sometimes responding to a tender can be overwhelming. Experience has taught me that there are some important things to remember when responding to a Tender and there are some less important things to remember when responding to a Tender.

Here are ten of the important things to remember when responding to a Tender. Please remember that all ten of these items mention here are equal... Read More

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