3 Basic Tips to Remember When Responding to a Tender | Page 5 | SA-Tenders.co.za
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, implement, maintain and support a Commercial off-the-shelf (COTS) innovative solution to replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education (DBE), North West Provincial Education, and Free State Provincial Education. 2018-06-08 11:00 RFB1743/ 2018
Appointment of a service provider for SANParks to act as a Single Service Aggregator (SSA) for all ICT services for a period of five (5) years with an option to renew. 2018-08-25 11:00 GNP- 008- 18
Provision of Catering Services for Ngwelezane Place of Safety. 2018-06-22 11:00 KZNB07/ DSD/ 2018
Security Services at West Rand Region - Randfontein & Kagiso Service Points for Gauteng Department of Social Development 2018-06-08 11:00 GT/ GDSD/ 070/ 2018
Appointment of a (1) firm or a consortium of suitability qualified professionals to review the John Taolo Gaetsewe ( JTG) District Rural Development Plan (DRDP) situated in the Northern Cape province for a period of ten (10) months. 2018-06-01 11:00 5/ 2/ 2/ 1 NC RDLR- 0001(2018/ 2019)
Rendering of fleet garage card for a period of five (5) years. 2018-06-18 11:00 RFB 032- 18- 19
Appointment of a panel of Universities to conduct research for the National Lotteries Commission. 2018-06-21 11:00 NLC/ 2018- 4
Supply and Installation CCTV control access control system including maintenance for one (1) year . 2018-06-18 11:00 ZNTD 02953W
Free State Saps: Bothaville Police Station: Repair cracked walls, parameter lights and fencing (OHS). 2018-06-12 11:00 BL18/ 007
Contract for removal of recyclable (Boxes Office Paper,Plastics and Packaging) 12 months contract 2018-05-28 11:00 ZNQ 167 of 18/ 19
The appointment of a project management service provider to provide project management services for the implementation of infrastructure projects and related services at the Kwazulu-Natal Museum. 2018-06-19 11:00 KZN.M/ PM- 01/ 2018
Repair Annual and Service Maintenance to Nurse Call System at MSB, MS1, MS2, MS3, MS4, MS5 AND STAR SHAPE 1&2 as per specification 2018-06-11 11:00 ZNQ 986/ 17- 18
The supply and delivery of IT Equipment (laptops, computers and accessories). 2018-06-20 11:00 KZNL 16/ 2017
Appointment of a service provider to transport workers and learners from Delft TRA 5 And TRA 6 to Langa and back to Delft TRA 5 and TRA 6 for a period of twelve (12) months 2018-06-04 11:00 HDA/ CPT/ 2018/ 001
Security Services-Cash in Transit-2 years contract 2018-06-22 11:00 ZNQ 0029/ 18
Request for proposal to appoint a panel of recruitment companies to render recruitment services for the Government Pensions Administration Agency (GPAA). 2018-06-11 11:00 GPAA 07/ 2018
Appointment of an insurance broker to provide comprehensive insurance cover for the freedom park for a period of three (3) years. 2018-06-20 11:00 FP04/ 18FN
Appointment of panel of legal expert for a period of three years on as and when required. 2018-06-21 11:00 FP01/ 18/ CG
Appointment of a Travel Management Company for a period of three years on as when required. 2018-06-22 11:00 FP02/ 18/ FN
Fire Equipment (Supply and Install New Fire Extinguishers) 2018-06-08 11:00 ZNQ 13/ 18- 19


Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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