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.
Midlands Region: Department Of Basic Education: Umzinyathi District (Msinga) Melokuhle Secondary School: Sanitation Programme Phase II Contract Period: Eight (08) Calendar Months 2018-12-18 11:00 ZNTL 03057 W
Supply and installation of water coolers at Government Pensions Administration Agency 2018-12-11 11:00 GPAA 14/ 2018
Midlands Region: Department of Basic Education: Umzinyathi District (Msinga). Fundokuhle High School: Refurbishment to Storm Damaged School: Contract Period: Eight (08) Calendar Months. 2018-12-19 11:00 ZNTL 03860 W
Demarcation Tape 2018-12-07 11:00 10391704
Nelson Mandela -Qunu Museum: Conditioned Based Mantenance 2018-12-14 11:00 MTH 64/ 2018
Ballot Paper Printing - National and Provincial Elections 2019 2018-12-14 11:00 IEC/ LG- 06/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase1) – Situational Assessment Review and Phase 2 – Development) for Newcastle DM 2018-12-07 11:00 MISA/ DWSS/ NDM/ 042/ 2018
Ballot Paper Printing - National and Provincial Elections 2019 2018-12-14 11:00 IEC/ LG- 06/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) Alfred Nzo DM. 2018-12-10 11:00 MISA/ DWSS/ ANDM/ 047/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) for Chris Hani DM. 2018-12-10 11:00 MISA/ DWSS/ CHDM/ 048/ 2018
Ballot Paper Printing - National and Provincial Elections 2019 2018-12-14 11:00 IEC/ LG- 06/ 2018
Establishment of a panel of pre-qualified service providers for the provision of an alternative building technology for a period not exceeding 36 months 2018-12-11 11:00 HLA 4/ 2/ 4- 2018/ 06
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) Joe Gqabi DM. 2018-12-10 11:00 MISA/ DWSS/ JGDM/ 049/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) for Makana LM). 2018-12-10 11:00 MISA/ DWSS/ MLM/ 050/ 2018
Appointment of a Professional Service Provider to design, supply, delivery and installation of a fully automated weld fume extraction and filtration system to extract welding fume source from 30 welding cubicles 2018-12-07 11:00 CCT01- 2018/ 2019
Multidisciplinary team of experts (finance management support (in two local municipalities), technical/ infrastructure support (in six targeted municipalities), municipal property valuations (in six targeted municipalities), human resources (in six targeted municipalities). 2018-12-07 11:00 COGTA 4/ 2/ 2- 2018/ 04
Appointment of a Professional Service Provider to supply and delivery welding equipment 2018-12-07 11:00 CCT02- 2018/ 2019
Completion of Ulovu Area Secondary School in Umlazi District, Kwazulu - Natal 2018-12-10 12:00 CDC/ 528/ 18
A contract that ends the 31st of March 2019 for the maintenance and servicing of the ground floor Inshore research freezer. Service providers will be requested to provide a quote for their call out fees and hourly fees. 2018-11-23 11:00 RFQ000295
Cweraland Police Station: Installation of Water Tanks, Construction of Larger Septic Tank and Electrification Of Borehole 2018-12-10 12:00 CDC/ 524/ 18

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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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