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.
Inlet and outlet table to fit - dishwashing machine 2018-11-23 11:00 ZNQ 913 / 18- 19
Provision of Laundry Services for the Tsitsikamma section of the Garden Route National Park for a period of 3 years with an option to renew for a further 2 years. 2018-12-07 11:00 GNP- 030- 18
Development of the Land Strategy Policy & Programme Intervention for the National Department Of Human Settlements and the Housing Development Agency 2018-12-03 11:00 HDA/ JHB/ 2018/ 018
Provision of terrain maintenance and gardening services at the Stormsriver Mouth Rest Camp, Tsitsikamma section of the Garden Route National Park for a period of 3 years with an option to renew for a further 2 years. 2018-12-07 11:00 GNP- 031- 18
Supply and install fire detection heads and sprinkler system 2018-11-23 11:00 ZNQ 972 / 18- 19
Appointment of a Service Provider to Undertake Maintenance for the Cycling Lanes and Gateways in the Cradle of Humankind World Heritage Site 2018-12-07 11:00 GT/ GDED/ 161/ 2018
Provision of security guard and protection services for a period of three (3) years. 2018-12-07 11:00 SANAS/ SECURITY/ 2018/ 02
Rendering of cleaning, gardening and carwash services at the John Taolo Gaetsewe District, for a period of 36 months. 2018-12-07 11:00 NC/ SOC/ 019/ 2018
Paper photocopying A4 80g/m2 210 x 297mm ; 500 sheets in a ream x 600 reams. 2018-11-27 11:00 ZNQ. NO: 240/ 2018/ 19
Department of Education: Batlokoa Secondary School: Masameni Secondary School and Mzwendaba Primary School: Sanitation Programme: Cluster 11 HG: CIDB Grading 7 GB or higher 2018-12-19 11:00 ZNTM00901W
Supply, delivery, installation & commissioning of a vertical laminar airflow unit: Greys Hospital: once off 2018-12-10 11:00 ZNB 9623/ 2018- H
Rendering of cleaning and carwash services at the Provincial Office, Latlhi Mabilo Complex and Du Toitspan Building as well as Garden Services at Latlhi Mabilo Complex, Kimberley, period of 36 months. 2018-12-07 11:00 NC/ SOC/ 015/ 2018
Department of Education: Emvubukazi Secondary School: Ezimpungeni Junior Secondary School and Mhlaba Junior School: Sanitation Programme: Cluster 10 HG: CIDB Grading 7 GB or higher 2018-12-19 11:00 ZNTM01063W
Department of Education: Sikhukhukhu and Kwamsinga Primary School: Sanitation Programme: Cluster UMG 23: CIDB Grading 6 GB or higher (Only Eyesizwe Contractors 2018-12-19 11:00 ZNTM00926W
Pretoria: Garden Maintenance, Supply of Horticulture material, Installation of Irrigation system, Firebreaks maintenance and Invader control at Erasmusrand and Waterkloof Ridge for period of 36 months. 2019-01-15 11:00 PT18/ 046
Department of Education: Engwaqa Secondary School: Nyaka Junior School and Summerfield Junior School: Sanitation Programme: Phase 3: Cluster HG 13: CIDB Grading 7 GB or higher 2018-12-19 11:00 ZNTM00895W
Pretoria: Garden Maintenance, Supply of Horticulture material, Installation of Irrigation system, Firebreaks maintenance and Invader control at Waterkloof Ridge Houses for period of 36 months. 2019-01-15 11:00 PT18/ 047
Department of Education: Amathuli Primary School: Harburg Junior School and Menziwa Primary School: Sanitation Programme: Phase 3: Cluster UMG 22: CIDB Grading 7 GB or higher 2018-12-19 11:00 ZNTM00925W
Splinting material- 1.8mm and 3.2mm thickness solid; Silicone gel sheets- 15x19.5cm; Rigid straping tape -50mm x 5m 2018-11-27 11:00 PSH 981/ 1819
Pretoria: Garden Maintenance, Supply of Horticulture material, Installation of Irrigation system, Firebreaks maintenance and Invader control at Bryntirion for period of 36 months. 2019-01-08 11:00 PT18/ 045

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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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