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.
Maintenance of Air Conditioning, Including the Supply and Installations of new and Replacement Units: 5 Devolved Stations in North West Province for the period of three (3) years 2018-01-16 11:00 19/ 1/ 9/ 1/ 132TB(17)
Maintenance of Air Conditioning, Including the Supply and Installations of new and Replacement Units: 10 Devolved Stations in Northern Cape Province Region Two (02) for the period of three (3) years 2018-01-24 11:00 19/ 1/ 9/ 1/ 130TB(17)
Appointment of a Service Provider to Render Occupational Health and Safety Risk Assessment, to conduct the Health Hazard Assessment in all the GPW Offices including the Regions (East-London, Mmabatho and Polokwane) for a period of three years commencing 01 February 2018 until 31 January 2021 2018-01-22 10:30 GPW- W 2017/ 05
DTPC wishes to appoint a construction of Mount Moreland Road between Dube TradePort 29° South and Mount Moreland – earthworks and surfacing (km0.00 – km0.535). 2018-01-16 11:00 DTP/ RFP/ 29/ IFR/ 10/ 2017
Appointment of a project manager for the procurement of land and or a building, design plans and construction and or renovations of CETA Head Office 2018-01-31 11:00 022- 2017/ 2018
DTPC wishes to appoint a contractor for the construction of a new cantilevered structural steel canopy, construction of security fencing, repairs to sheet metal roof, asphalting and drainage improvements at the Dube Tradeport Cargo Terminal 2018-01-17 11:00 DTP/ RFP/ 35/ IFR/ 10/ 2017
DTPC wishes to appoint a contractor for the construction of Govender access road – earthworks, surfacing and safety improvements (km 0.00 – km 0.632). 2018-01-16 11:00 DTP/ RFP/ 28/ IFR/ 10/ 2017
Appointment of a CIDB registered contractor for the construction of a technology laboratory building at the University of Venda 2018-01-31 11:00 019- 2017/ 2018
A Three Year Term Contract for Mechanical and other related Major Plant and Machinery Installation , Maintenance , Repair , Refurbishment and Upgrade for Northern , Central , Eastern And Southern Operations(Limpopo , Mpumalanga ,North West , Gauteng, Free State , Northern Cape , Kwa-Zulu Natal And Western Cape). 2018-01-18 11:00 DWS04- 1117WTE
Request for expression of interest from qualified entities to be enlisted in the database of the Department of Environmental Affairs for the implementation, operational support, planning and training projects for Expanded Public Works Projects (EPWP) for the Natural Resource Management Programmes. 2018-01-19 11:00 E 1428
PWV 15 Preliminary design Review from the R21 (P157/1) to N3 (approximately 34.6km) and detail design of Phase 1 from R21 (P157/1) across the N12 ending before the K94 including the N12 /K94 system interchange. (approximately 10.9km) 2018-01-25 11:00 DRT 39/ 07/ 2017
Appointment of a software development service provider to review, design, develop and maintain the integrated management information system (MIS) for the CETA. 2018-01-31 11:00 021- 2017/ 2018
Supply and delivery of cleaning material and toiletries to Southern Cape- Karoo- Region (Oudtshoorn, Prince Albert, Ladismith, Beaufort West) 2018-01-26 09:00 ODN 01/ 2017
Construction of new K73 (1.381) between K58 (Allandale Road) and K71 (Woodmead Drive), the upgrading of sections of K58 (2.784 km) and K71 (0.962 km) and Rehabilitation of K58 (0.60 km) between Maple drive and K71 2018-01-29 11:00 DRT 119/ 02/ 2017
Appointment of a service provider to develop CETA occupational qualifications. 2018-01-31 11:00 020- 2017/ 2018
Appointment of a panel of legal firms. 2018-01-31 11:00 017- 2017/ 2018
Provision of insurance services by an insurance underwriter. 2018-01-31 11:00 016- 2017/ 2018
Appointment of a service provider to offer internal audit services 2018-01-31 11:00 012- 2017/ 2018
Provision of CETA branded personal protective equipment (PPE) to learners on CETA - funded projects 2018-01-31 08:45 015- 2017/ 2018
Provision of CETA toolkits to learners on CETA - funded projects 2018-01-31 11:00 014- 2017/ 2018

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Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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