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.
Supply of Integrated Competency Assessment services to SITA for a period of 36 months 2018-12-07 11:00 RFB 1841/ 2018
Provision and Implementation of Integrated Management Information System to Support SASSETA Core Business 2018-11-30 11:00 RFP/ SASSETA/ 201819128
Installation, Configuration maintenance of PABX and Call Centre Management Solution for a period of 12 months with the option to renew 2018-12-10 11:00 RFP/ SASSETA/ 201819129
Supply, Delivery, Installation and Configuration of Firewall and Switches on an outright purchase or rental basis (Managed) and maintenance thereof for a period of 12 months with the option to renew 2018-12-10 11:00 RFP/ SASSETA/ 201819130
Provision of Telecommunication and Internet Services for a period of 12 Months with the option to renew 2018-12-10 11:00 RFP/ SASSETA/ 201819125
Appointment of a service provider for the evaluation, due diligence and monitoring of Discretionary Grants until 31st March 2019 2018-12-10 10:00 RFP/ SASSETA/ 201819127/ 1
The rendering, manufacturing, repairing, fitting and supplying of aids for orthotic and prosthetic services to institutions in the Eden and Central Karoo District under Western Cape Government the Department of Health for a three year period 2018-12-07 11:00 WCGHCC031/ 1/ 2018
Appointment of a Service Provider to Facilitate Organisational Design and Related Services for RTMC. 2018-12-10 11:00 RTMC BID 19/ 2018/ 19
George: District Office: CBD : New Lease Office Accommodation For SASSA: Eden Karoo: 500m2, 10 Undercover Parking Bays for a 3 year lease period - Category - C 2018-11-28 11:00 CPTL27 / 18
Appointment of a Service Provider to Provide Online Banking Gateway Platform to the RTMC for a period of five years. 2018-12-07 11:00 RTMC BID 20/ 2018/ 19
George: Local Office: CBD: New Lease Office Accommodation For Dept of Rural Development & Land Reform: Eden Karoo: 1847.76m2, Secured parkingparking bays for GG vehicles, 2 Dedicated parking bays for persons with disabilities, 2 Parking bays for SMS, 20 Parking for private vehicles for staff & 6 safe parking bays for visitors & departmental customers for a 5 years lease period - Category - A, B,& D 2018-11-28 11:00 CPTL29 / 18
The RAF hereby invites service provider for Management and Administration of Fraud Hotline and Awareness for a period of five (5) years 2018-12-14 11:00 RAF 2018/ 00053
George : Local Office : CBD : New Lease Office Accommodation For SASSA: Eden Karoo: 778.75m2, 8 Lockup garages, 2 open parking bays & 5 visitors parking bays for a 5 years lease period - Category - A, B,& D 2018-11-28 11:00 CPTL28 / 18
TOR Research to Assess the Financial Feasibity of a Basic Income Grant 2018-12-19 10:00 Nedlac 2018/ 19/ 03
Repairs and upholstery of chairs, 29 chairs 2018-11-23 11:00 ZNQ 61/ 08/ 2018
Impact of the National Social Security Fund (NSSF) on Saving and Investment Markets 2018-12-19 14:00 Nedlac 2018/ 19/ 02
Compacting and disposal of forfeited and boarded saps vehicles to the South African Police Service: Nationally for a period of three (03) years 2018-12-14 11:00 19/ 1/ 9/ 1/ 68TV(18)
Voice, Data and Managed IT Services 2018-12-14 11:00 Nedlac 2018/ 19/ 04
Contract for the removal of wet waste (pigswill) from SAS Saldanha, West Coast for a period of two (2) years. Evaluation 80/20 principle. Validity period 120 days. 2018-12-11 11:00 SPSC- B- 051- 2018
The National Consumer Tribunal seek to appoint a software developer resource to assist with ongoing programming, database and technical support to the in-house developed NCT Case Management System (CMS). 2018-12-14 15:00 NCT- 4/ 3/ 2/ 31

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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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