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 and Installation of new air conditioners at Salt River Relay rooms, Nokqubela, Stikland, Vlottenberg, Observatory and Koerberg Station. 2018-10-02 15:00 RFQ 165/2018
The University of South Africa invites tenders from suitably qualified service providers to provide the University with professional civil and structural engineering services for the Sunnyside development design and project management 2018-10-03 12:00 PT2018/17
As and when for plumbing at various stations in the Western Cape Region. 2018-10-02 15:00 RFQ 175/2018
Training: Accredited service providers to facilitate an accredited forklift refresher course. (Valid from 01 July 2018 till 30 June 2019) 2018-09-27 10:00 DCG0011616
Training: Accredited service providers to facilitate an accredited medium / high voltage cable jointing course NQF level 4. (Valid from 01 July 2018 till 30 June 2019). 2018-09-27 10:00 DCG0011586
Staff transportation of Transnet employees at Operations General Freight Business (OPS GFB) depot and 2279 depot for a period of 6 months (01 November 2018 – 30 April 2019). 2018-10-04 10:00 ERAC-EMU-27808-MM-109
Financial accounting support for 2018/19 financial year (Re-advert). 2018-10-04 11:00 MLM/FIN/03/2018/19
Training: Accredited service providers to facilitate an accredited truck mounted crance refresher course NQF level 3. (Valid from 01 July 2018 till 30 June 2019) 2018-09-27 10:00 DCG0011583
Design and Construction of Matipana to Madikand gravel to tar road. 2018-10-04 11:00 mlm/tech/04/2018/19
Supply and Delivery of Microbiological Air Sampler 2018-10-04 11:00 iThemba LABS – RFQ/2018/19:71
Supply & delivery of excellence awards certificate frames. (Valid till 31 January 2019). 2018-09-27 10:00 WEB 27: 2018/2019
Request for Expression of Interest for Panel of Experts - Hydro-Mechanical Expert 2018-10-15 15:00 5506
Supply & delivery of power marker tape 3M 1500 EMS (6m spacing) 305m. (Valid til 30 June 2019) 2018-09-27 10:00 WEB 26: 2018/2019
Accounting and audit services. 2018-09-26 08:00 7G‐40428
Supply & delivery of coldmix all weather premix 30kg bags for Street section. (Valid til 30 June 2019) 2018-09-27 10:00 WEB 25: 2018/2019
Design manufacture supply installation testing commissioning and training of traction motor drop pit at the Transnet Engineering Krugersdorp Depot. 2018-10-09 10:00 TE18-GMX-08K-05251
Supply & delivery of hygiene toilet consumables. (Valid till 30 June 2019) 2018-09-27 10:00 WEB 15:2018/2019 (READVERTISE)
Integrated Business Planning. 2018-10-09 10:00 TE18-KLP-09B-06735
Supply & delivery of unifit VJ couplings with full threaded s/s 316 bolt & nut to fit size 108 – 128mm. Coating to be FBE 2018-09-27 10:00 DIC0026120
Supply & delivery of 425mm dia dedicated VJ coupling with s/s full threaded bolts & nuts 2018-09-27 10:00 DIC0026063

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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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