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 the need most closely and provide the best value for money. However, it’s important to remember that price is only one factor. So, read all the documents relating to the tender, attend any briefing or 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 opportunity, 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 proof 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 create a negative impression.

This is your chance to prove 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 submit your tender, review it to make sure it’s complete and doesn’t contain any errors. Ask someone, other than the original responder, to read over the entire document at least once to double-check everything. Also, check that it meets the required format and style.

Many organisations – such as government agencies – can be very stringent with their deadlines, therefore it’s important that your tender response is submitted to the right person, at the right location, before the specified closing time and date. Compiling a comprehensive tender requires a lot of effort, but the payoff can be substantial should you win.  It’s always a wise strategy to put as much care and attention into your tenders as you would any other area of the business because if your tender responses are the best they can be, the odds are you’ll win the business.

To learn more about this and many other tender conditions please attend one of the How-to-Tender workshops on www.how2tender.com

Title Closing Date Tender No.
Purchase of Tekla Software Licenses with a 3-year Maintenance and Support 2017-09-26 10:00 R4099
Supply: Coat - type: lab 2017-08-30 10:00 R011800158
Gravity Demineralised Pipleine Replacement for a period of 7 months 2017-09-26 10:00 MPGXC004784
Supply: Hardware items 2017-08-24 12:00 R051800156
Supply: Hardware items required - rope 2017-08-24 12:00 R051800157
Supply: Hardware items required - strapping 2017-08-25 12:00 R051800158
Sephala Mokopu Makwetsa Water supply (Mokomene) 2017-09-26 11:00 INF-W 09/2017/2018
Supply: Hardware items 2017-08-25 12:00 R051800159
Request for Proposals - Appointment of an Engineering Consulting Company to render Professional Engineering Services for the Project: Gauteng South Region: Construction of a New distribution Substation at Birchleigh 2017-09-26 12:00 HO/PT/INFR/(E)/128/08/2017
Request for Proposals - Appointment of an Engineering Consulting Company to render Professional Engineering Services for the Project: Gauteng South Region: Conversion of Van Ryn Tie-Station to a 3kv DC Traction Substation 2017-09-26 12:00 HO/PT/INFR/(E)/129/08/2017
Supply: Hardware items 2017-08-29 12:00 R051800153
Supply: Hardware items 2017-08-29 12:00 R051800154
Supply: Hardware items 2017-08-24 12:00 R051800155
Groothoek Regional Water Scheme: Lebowakgomo Bulk Water Supply 2017-09-28 11:00 INF-W 10/2017/2018
Supply: 60 each x crack filler;2kg;interior and exterior 2017-08-24 12:00 R051800152
Supply of Staff Uniforms 2017-09-29 12:00 14/2017
Hiring of Audio Visual Equipment and Related Professional Services: Mayor’s Market – 25,28 ,29 August 2017 2017-08-24 09:00 R041800083
Gardening Services for Libraries 2017-08-29 14:00 W071800112
Appointment of a Property Agent 2017-08-29 12:00 T02-2017/18
Mphahlele RWS Water Supply: Bolatjane, Phalakwane, Mogodi, Makurung and Dithabaneng Water Supply 2017-10-02 11:00 INF-W 11/2017/2018

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Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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