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.
Supply paper towel - type: interfold 2017-12-15 15:00 GB118A0592
Hire of digger loader 2017-12-20 09:00 WJ11800280
Hire of digger loader 2017-12-20 09:00 WJ11800279
Cleaning services at transport management centre / disaster risk management buildings, City of Cape Town. 2017-12-20 12:00 SC11800080
Audit Services of NIM Projects 2017-12-17 12:00 43093
Provision of transaction advisory services to INSETA 2017-12-18 11:00 RFQ/2017/56
Supply Pre-printed stock stationery- book pediatric 2017-12-15 11:00 GM11800520
Hire of digger loader 2017-12-20 09:00 WJ11800281
The appointment of a service provider to conduct enumeration services for Komatiland Forests for a period of three (3) years 2018-01-25 11:00 RFB 072/2017
Construction Of Dakota Pilot Street 2018-01-25 12:00 164/2017
Construction Of Cessna Street 2018-01-25 11:00 165/2017
Bid for the supply and delivery of 6 cubic metre skip bins for Midvaal Local Municipality 2018-01-26 10:00 8/2/4/121
Request for Proposals for the Appointment of a Service Provider to Assist with the Insurance Broking Service for I’ts Requirements in Respect of I’tsshort Term Insurance Portfolio (Non – Motor) 2018-01-25 10:30 A748
Supply Plants 2018-01-12 16:00 GC11800395
Supply and deliver liquid petroleum gas 2017-12-15 16:00 GC11800396
Bid for the supply and delivery of uniform and protective clothing for the Waste and Environmental Management Section of Midvaal Local Municipality. 2018-01-26 10:00 8/2/4/122
Construction of Luthuthu Community Hall with a CIDB Grading of 4 GB or Highe 2018-01-15 12:00 068/2017/18
Construction Of Mkhuhlu & Mthonjaneni Streets 2018-01-26 11:00 161/2017
Supply & delivery of PE 100 class HDPE pipes & fittings 2018-01-30 10:00 SAZ RME 3001/2017
Travel Agency Services from date of Award to 30 December 2018 2017-12-14 12:00 6/5/2/350

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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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