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 and delivery of software 2017-12-14 11:00 GK1180364
Supply, Fitment and Maintenance of a Fleet Tracking System to Government Vehicles for a period of 5 years. 2018-01-26 11:00 SCMU 10 17/18 - 0011
Appointment of a suitable service provider to manage funds for the National Skills Authority (NSA) on behalf of the Department of Higher Education and Training 2017-12-26 11:00 DHET115
Manufacture, Supply, deliver and Installation of High Voltage (66kv) Circuit Breakers 2018-01-12 12:00 BSM 46/18
Supply and delivery of laboratory reagents and equipment for pharmacology Department at Universitas Central Hospital. 2018-01-26 11:00 DOH (FS) 02/17/18
Supply, delivery and Installation of High Voltage (66kv) Control Panels 2018-01-12 12:00 B/SM 45/18
Supply, upgrade and replacement of sewer networks in the Witzenberg Area (3 year tender) 2018-01-22 12:00 BID 08/2/15/46
Supply, Delivery and Commissioning of a Roller Ironer Complete Package and Three (3) Extractors 2018-01-26 11:00 DOH (FS) 05/2017/2018
Laundry and Ironing Services 2018-01-26 12:00 SCM11-2017-18
Construction of a new store and toilets at Napier Water Treatment Plant 2018-01-26 12:00 Q13-2017-18
Supply and installation of rigid security fencing in the WC024 area, (the municipality reserves the right to accelerate the project in the year which the funds becomes available) 2018-01-26 12:00 BSM 17/18
Supply and Installation of Lectern 2017-12-20 11:00 GK11800362
Supply and fitment of new tyres, tubes and provision of tyre repair and other related services 2018-01-10 12:00 08/2/15/55
Appointment of a suitable information system provider to provide an integrated management information system (MIS) for a period of two (2) years (with an option to extend the contract for a further 2 years) 2018-01-29 11:00 TETA17/IT/0016/MIS
Sale of church site in Pine Valley, Wolseley 2018-01-05 12:00 08/2/15/63
Appointment of a suitable information system provider to provide an integrated Enterprise Resource Planning (ERP) for a period of two (2) years (with an option to extend the contract) 2018-01-29 11:00 TETA17/IT/0017/ERP
Stringing and cabling at Everest substation (Re-issue) 2018-02-02 10:00 PSCED0043R
Stringing and cabling at Harvard ss and minor works at Merapi ss (Re-issue) 2018-02-02 10:00 PSCED0045R
Supply and delivery of Electrical Cables 2017-12-15 10:00 REQ02881
Construction of Tshiame (Makgolokweng) new, police station: Free State Province 2018-02-06 10:30 19/1/9/1/109TB(17)

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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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