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.
SANParks invite prospective bidders to submit offers for a Three (3) Year contract for Corrective Maintenance & Renovations on Infrastructure in Kgalagadi Transfrontier Park, Northern Cape Province. 2018-10-19 11:00 GNP- 017- 18
The RAF invites a suitable service provider to provide the Road Accident Fund (RAF) rented office space for the RAF East London Regional Branch. 2018-10-19 11:00 RAF/ 2018/ 00044
Appointment of a Construction Service Provider (SP) to Undertake the Maintenance and Repairs of Existing Facilities at Roodeplaat Dam Provincial Nature Reserve (RDNR). 2018-10-12 11:00 Gauteng: Agriculture and Rural Development: Agriculture
Provision of Office Accommodation: Empangeni Local Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 48/ 2018
Appointment of a Software Development Service Provider to Review, Design, Develop and Maintain the Integrated Management Information System (MIS) For The CETA. 2018-10-12 11:00 006– 2018/ 2019
Provision of Office Accommodation: Stanger Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 53/ 2018
Provision of Office Accommodation: Limpopo Mpumalanga Provincial Office for a leased period of 5 years. (Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 47/ 2018
Removal and Disposal of Printing Aluminium Lithographic Plates from Shore Base Naval Publication Unit, Simon’s Town as per Statement of Work 2018-11-14 11:00 SPSC- B- 046- 2018
Provision of Office Accommodation: Bochum Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 49/ 2018
Renovations and repairs of E-Block, Bluff Military Base Durban as per Statement of Work 2018-10-23 11:00 SPSC- B- 045- 2018
Provision of Office Accommodation: Kimberley Local Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 40/ 2018
Provision of Office Accommodation: Victoria West Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 44/ 2018
Upgrade of Security System at Regional Works Unit, KwaZulu-Natal 2018-10-25 11:00 SPSC- B- 044- 2018
Provision of Office Accommodation: Prieska Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 45/ 2018
Supply and Delivery of Stationery and Paper for the Department of Environmental Affairs and Development Planning for a period of 24 months 2018-10-19 11:00 DEA&DP7/ 2018
Provision of Office Accommodation: Eastern Cape Provincial Office for a leased period of 5 years. (Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 43/ 2018
Servicing of Generator Sets and Diesel Tanks X 3 Of Each. at Estcourt Hospital nd Ntabamhlope Clinic 2018-10-05 11:00 ZNQ 569 OF 2018/ 2019
Repairs / Renew Heating Coil Systems - x 10 2018-10-05 11:00 ZNQ 570 OF 2018/ 19
Provision of Office Accommodation: Beaufort West Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-10-26 11:00 38/ 2018
Installation, Supply and Maintenance of a Comprehensive Electronic Security Solution for Andries Vosloo Hospital Situated in Sarah Baartman Health District in the Eastern Cape Department Of Health 2018-10-23 11:00 SCMU3- 18/ 19- 0327- HO

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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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