Issue Date: 
Tuesday, October 25, 2016

3 Basic Tips to Remember When Responding to a Tender

When responding to tenders, whether it is Public or Private Sector, it is vital that your business makes a good impression by following these tips:

Do Your Research

Basically, a tender is an invitation to bidders to submit their proposal for a specified business need. The contract will be awarded to the bidder who can meet this need most closely and provide the best value for money. However, it's important to remember that price is only one factor. Remember:

  • Read all the documents relating to the tender.
  • Attend any briefing/information sessions that are offered and make sure you understand the scope of work.
  • If there are any uncertainties, have them clarified as early as possible.
  • If you have the chance, also research the Public or Private Sector Entity's history, background, operations and any details about previous tenders.
  • Another way to get a head start over the competition is to network and build relationships with the key decision makers prior to the bidding process.

Address all the Scope of Work

Every bidder will be evaluated against the tender criteria or functionality, so it's important that you address them clearly and concisely. Make sure you also provide supporting evidence if available, such as profit figures and other key performance indicators from similar projects you have worked on.

Be careful about going too far, though. Providing too much information could overwhelm your potential client and turn them off altogether.

This is your chance to show that you are experienced, reliable, and confident that you can deliver on what's required. It's also your opportunity to differentiate yourself from the competition.

Review, review, review

Before you hand in your tender:

  • Review it to make sure it's complete and doesn't contain errors.
  • Make sure someone other than the original responder proof reads the entire document at least once, since it's harder to spot mistakes when you're too close to a project.
  • Check that it meets the required format and style.

Many organisations, such as government agencies, can be very stringent with their deadlines, so it's also important that you hand your tender response to the right person, at the right location, before the specified closing time and date.

Putting together a great tender can take a lot of effort, but the payoff can be enormous if you win. It's always good strategy to put as much care and attention into your tenders as you would any other area of the business.

If your tenders are as good as they can be, odds are you'll win the business. Learn how to make sure you're prepared to handle the increased workload.

To learn more about this and many other tender conditions please attend one of our How-to-Tender workshops. Tender Workshop dates are published on our website at www.how2tender.com. For more information on the tender courses please email Werner at werner@how2tender.com.

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.
2000 Units - Shortlines With 0.2 Micron Clearfluid Filter Ref 011 Mc 33994 2018-11-28 11:00 ZNQ 640/ 18
To Provide Service for Thermometers Calibration Hygro Thermometers For Display Combined Clock/ Alarm, Temperature and Humidity Meter with a Temperaturerange From -20 To 50 Degree Celsius and Humidity Range From 10% to 95% Specification Attached 2018-11-23 11:00 ZNQ 25/ 06/ 2018
Endering of Eyecare Services to the Metro Health Services for a Three (3) Year Period: Western Cape Government: Department of Health 2018-12-14 11:00 WCGHCC029/ 2018
Suppy and Delivery Body Bags X 500units. 2018-11-23 11:00 ZNQ 210/ 18/ 19
Supply and Delivery of Sutures and Ligatures to all Hospitals/Institutions under the Control of the Department Of Health, Western Cape Government for a three year period 2018-12-14 11:00 WCDOH12/ 2018
Supply and Delivery of Mesh and Fixation Devices to all Hospitals/Institutions under the Control of the Department of Health, Western Cape Government for a three year period. 2018-12-14 11:00 WCGHC004/ 2018
Provision of Further Education and Training in Contact Centre Operations Articulating to the National Diploma In Contact Centre Management over a period of 36 months 2018-12-07 11:00 SCMU3- 18/ 19- 0371- HO
Gortex Suture Cv5 and Cv6 2018-11-27 11:00 PSH 983/ 1819
Platform Plinth. 2018-11-27 11:00 PSH 978/ 1819
Closed Suction System- Size 6 And 8fg 2018-11-27 11:00 PSH 1023/ 1819
Long Length Reusable Gloves 2018-11-27 11:00 PSH 1056/ 1819
Weighted Polyurethane Nasogastric Tube. 2018-11-27 11:00 PSH 1055/ 1819
Scrub Suits - Various Sizes 2018-11-27 11:00 PSH 1069/ 1819
Mankwe Trainning College(Mogwase) Installation & Connection to a Backup Generator Set to Academy and Provisioning of Lightning Conductor (Proffesional Servce Type: Electrical Engineering Works - Building) 2018-12-14 11:00 MMB 2019/ 027 EC
Combi Steam Industrail Oven 20 Trays Including Installation 2018-11-28 11:00 ZNQ: 469 / 2018/ 19
Electric Ring Cutter 2018-11-27 11:00 PSH 1046/ 1819
Supply, Delivery, Installation, Support, Maintenance, Commissioning and Training of Audio-Visual Equipment for all Classrooms, Lecture Halls and SImlab at the Western Cape College of Nursing, (WCCN) Metro West Campus (Athlone) for the Department of Health for a three (3) year period 2018-12-14 11:00 WCGHSC0179/ 2018
Appointment of a suitable service provider to Supply, Install and Configure eMail cleansing services to SITA and its clients for a period of two (2) years 2018-11-30 11:00 RFB 1846/ 2018
Data Storage Upgrade - Supply, Delivery, Installation and Configuration 2018-12-07 11:00 RFT- 2- 2018/ 19
The RAF hereby invites service provider for rental of document scanners for a period of five (5) years. 2018-12-14 11:00 RAF 2018/ 00052

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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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