Issue Date: 
Thursday, January 31, 2019

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 important and that is applicable to Public as well as Private Sector Tenders.

Top ten tips:

  1. Attend the briefing sessions. The briefing sessions are the place where you find out the what, why and how of responding to a Tender. You can also check out your competition at the briefing session.
  2. Read the tender document carefully and thoroughly. Each tender document is different. Make sure you read every last word so that you respond correctly the specific tender.
  3. Be on time! Ensure that you deliver your tender response on time. If you are late with your tender response you are going to be disqualified.
  4.  Use an index in your tender response. The Evaluation Committee members do not want to page around struggling to find specific information in your tender response.
  5. All prices should normally include VAT at 15%.
  6. Complete all the documents, especially those in the Public Sector Tenders. If you fail to complete all the Standard Bidding Documents your tender can be disqualified.
  7. Initial each and every page of the tender document that you have received from the Organ of State or the Private Company. By initialling each page you indicate that you have read its contents and that you are familiar with the contents of each page.
  8. Ensure that you attach all the necessary compulsory documents. Your tender response maybe disqualified if you forget to attach a tax clearance certificate or the ID’s of the company directors and so on.
  9. Keep your compulsory documents such as your tax clearance, B-BBEE and municipal accounts up to date. Old documentation will not work and your tender response will be disqualified.
  10. Keep your tender response need and tidy. Bind the whole document into one if it is at all possible – this way you know that the Evaluation Committee will not misplace part of your tender response.

I hope that these 10 tips on the tender process and your response to it will help you to land that big tender that will take your business to the next level.

To learn more about this and many other tender conditions attend our “Become a Tender Expert” 2-Day workshops presented in Johannesburg, Pretoria, Durban, Port Elizabeth and Cape Town. Book and pay online at www.howtotender.co.za. Please contact Estelle at Estelle@howtotender.co.za should you require more information.

This article was written by Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

Title Closing Date Tender No.
Coaching Programme for General Managers for a period of four (4) to eight (8) months 2019-09-30 11:00 RAF/ 2019/ 00021
Appointment of a Service Provider for the Provision of Physical Security Services at Psira Nelspruit Office for a period of 36 months 2019-10-01 11:00 PSiRA/ 2019/ RFB/ 07
Appointment of a Service Provider for the Provision of Physical Security Services at Psira Polokwane Office for a period of 36 months 2019-10-01 11:00 PSiRA/ 2019/ RFB/ 06
Appointment of a Service Provider for the Provision Of Physical Security Services at Psira Durban Office for a period of 36 months 2019-10-01 11:00 PSiRA/ 2019/ RFB/ 08
Appointment of a Service Provider for the Provision of Physical Security Services at Psira Empangeni Office for a period of 36 months 2019-10-01 11:00 PSiRA/ 2019/ RFB/ 09
Appointment of a Service provider to Develop and Implement an Enterprise Resource Planning (ERP) System for the Mining Qualifications Authority. 2019-09-30 11:00 MQA/ 01/ 19- 20
Appointment of a service provider to provide internal Audit Service for a period of three years 2019-10-01 11:00 MHSC020/ 2019- 20
Appointment of a service provider to develop a pay philosophy, develop pay scale/framework based on benchmarking and within the equal work for equal pay principles and to identify disparities and make recommendations accordingly 2019-10-01 11:00 MHSC021/ 2019- 20
Terms of Reference for the Appointing of a Panel of Legal Firms to Provide Legal Services to Inseta for a period of three (3) years 2019-10-02 11:00 Proj/ 2019/ 02
Appointment of three (3) Skills Development Providers (SDPs) to provide services for a special learner rescue project (Certification clean-up operation) in the INSETA - Quality Assurance Division 2019-10-03 11:00 ETQA/ 2019/ 05
Provision of business continuity management services 2019-10-01 11:00 FSCA2019/ 20- P002
Panel of service providers for office furniture 2019-10-01 11:00 FSCA2019/ 20- T011
Provision of mentoring training services 2019-10-01 11:00 FSCA2018/ 19- T010
Procurement of Coaching and Mentoring Training Services 2019-09-27 12:00 NCS/ONB/NAMFISA- 02/2019
Provision of Management Coaching Services to NAMFISA 2019-09-27 12:00 SC/RP/NAMFISA- 013/2019
Request for Proposal for the Online Engineering Education Regulation for ECSA 2019-09-29 12:00 ECSA/ RFP06/ 2019
Appointment of a Service Provider to Develop and Implement a Leadership Development Programme in the Department of Telecommunications and Postal Services (DTPS) and Department of Communication 2019-09-27 11:00 DTPS/ 01/ 2019/ 20/ A
Appointment of a Service Provider to be the Convener of the Second HYSA Five-Year Review 2019-09-23 11:00 DSI10/ 2019- 20
Provision of Occupational Wellness Services to NAMFISA 2019-09-27 12:00 SC/RP/NAMFISA- 012/2019
Appointment of a Service Provider to Maintain an Existing Departmental Wide Enterprise Licence Agreement to Include Gis Software, Maintenance and Support Services for all Units Within The Department of Agriculture, Land Reform and Rural Development for a period of three (3) years 2019-09-23 11:00 5/ 2/ 2/ 1- RDLR 0033(2019/ 2020)

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Extension of validity period

By Werner van Rooyen

www.howtotender.co.za

31 January 2019

Those of you who are familiar with responding to tenders will know that it is common practice for procuring entities to extend the bid price validity period. We received the undermentioned queries regarding the extension of the validity period of the bid price.

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