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.
Request for quotation for appointment of a principal agent to design and supervise access road repairs at the Sentech’s De Aar and Queenstown transmitter sites. 2018-09-26 12:00 SENT140918/Road-Cons
Supply & Delivery of Water & Sewer Pipes and Fittings (2year rates tender) 2018-10-04 10:00 PROC 10/2018
Proficiency testing. 2018-09-28 23:00 OLT1126042
Supply and delivery of various valves on an as and when required basis for a period of five (5) years. 2018-10-01 14:00 MAT00312
Service fire sprinkler system and hydrants. 2018-10-01 12:00 KZN/CRES/08/2018/015/Q
Re-advert: Appointment of registered insurance broker for short-term insurance portfolio for a period of three years. 2018-10-02 09:00 RLM/BTO/123/2017/18
Supply & Delivery of Materials for Water Connections to Drakenstein Municipality (2year rates tender) 2018-10-04 10:00 PROC 09/2018
Consultancy Services - Designing a Programme for Renewable Energy Development in African Island States (REAIS) 2018-10-19 15:00 AUC/IED/C/378
Supply & deliver thermal imager, hygrometer & clamp meter. 2018-10-01 15:00 PR 10286501
Supply and delivery of laboratory consumables for a period up to 30 June 2019 2018-09-27 10:00 CES 22/2018
For the supply and delivery of alcoholic beverages and non-alcoholic beverages to the Blue Train for a period of 12 months on an as and when required basis or once (the quantity stipulated is purchased). 2018-10-02 10:00 ERACES4660-27979
The provision of maintenance and support services for the train cab system back office system on the Transnet Freight Rail Coal line for a period of 3 years. 2018-10-02 10:00 ERAC OGS SG540-26849
Supply and delivery of semi rigid asphalt with conventional open graded asphalt (popcorn mix) to Maydon Wharf. 2018-10-02 10:00 CRAC DNR 27853
Pauper funerals for Drakenstein Municipal Area from 19 October 2018 till 30 June 2019 2018-09-27 10:00 DSC0019702
Provision of functional job evaluations and functional job match assessments for RSR related job grades. 2018-10-02 10:00 TE18-KLP-19B-05686
Provision of helicopter services on an as and when required basis for a period of 24 months. 2018-10-02 10:00 PTH/54515
Hire of hooklift truck, transportation from Paarl Transfer station to Wellington Landfill 2018-09-27 10:00 DIC0025410 (readvertise)
Request for Information on the appointment of a Principal Agent and Design authority for the proposed GOCC move from OR Tambo Airport and Airways Park to In-flight Services Building. 2018-10-02 11:00 RFI-GSM052/2018
Appointment of a Travel Management Company for the Ministry of Defence and Military Veterans. 2018-10-02 11:00 ESUS/2018/17
Appointment of Town Planner to attend to the land use rights applications of erf 15964, Paulus street, Paarl 2018-09-27 10:00 DCG0011622

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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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