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.
Department of Health: Utrecht: Niemeyer Memorial Hospital: Construction of Borehole and Erecting a New Galvanised Elevated Water Storage Facility 2018-10-29 11:00 ZNTL 03837 W
Department of Social Development: Amajuba District: Osizweni Arts Centre: Repairs and Renovations: Completion Project 2018-10-29 11:00 ZNTU 52439 W
Supply, Delivery and Installation of Surface Grinding and Milling Machine for Regional Workshop Gauteng. 2018-11-08 11:00 CPSC- B- G- 113- 2018
Procurement of Mobile Prefabricated Office and Store Utilising the Volumetric and Light Steel Frame Building Method. 2018-11-01 11:00 CPSC- B- G- 151- 2018
Umzinyathi District :Dundee: Department Of Cooperative Governance and Traditional Affairs: Hire of Office Accommodation : A Lettable Area Sufficient to Accommodate 470m2 of Assignable Office Space Plus 94m2 of Non-Assignable Space. 2018-10-30 11:00 ZNT 6002 W
Supply and Delivery of Twenty (20) Specialised Breeding Dogs between Eighteen Months and Three Years of Age for Military Veterinary Institute. 2018-10-22 11:00 CPSC- B- M- 066- 2018
Electrical maintenance and perimeter lighting at Catherine Booth Hospital, Amatikulu. 2018-10-25 11:00 ZNTU 03423 W
Construction of Kwa-Nocomboshe, Osuthu and Dondotha New, Deep Rural Police Stations: (Cluster 1) KwaZulu Natal Province 2018-10-31 11:00 19/ 1/ 9/ 1 / 60TB (18)
Construction of Nsuze New Police Station: KwaZulu-Natal Province 2018-10-30 11:00 19/ 1/ 9/ 1/ 82TB (18)
Procurement and Installation of Four (04) Mobile Flatpack Modular System Unit at SA army Combat Centre for VIP Accommodation. 2018-10-22 11:00 CPSC- B- G- 137- 2018
Supply and Delivery of Coal Peas A-Grade for boilers at Bizzah Makhate Correctional Centre 2018-10-29 11:00 KST02/ 2018
Sconversion of a 12 Meter Flat Deck Trailer as well as a 6 Meter Flat Deck Trailer into a mobile Uniform Shop: Western Cape 2018-10-26 11:00 19/ 1/ 9/ 1/ 135TV(17)
Expression of Interest for Development of a Shopping Center at Erf 914 and Relocation of Ngqeleni Stadium 2018-10-25 12:00 47/2018
Lease of a portion of erf 397 2018-10-26 12:00 70/2018
Lease of a portion of Sklipadhoogte (3.3ha), McGregor 2018-10-26 12:00 69/2018
Lease of municipal building situated on erf 81, McGregor (Old ACVV building) 2018-10-26 12:00 68/2018
Alienation of various available erven 2018-10-26 12:00 71/2018
Supply, installation and management of a STS compliant prepayment electrical vending system for a period ending 30 June 2021 2018-10-26 11:00 BV 730
Lease and Management of the Point Caravan Park (Erf 3626, 3601 and 3794, Including the Putt-Putt Course, Skateboard Facility and Resort Shop): Total Area ±3.5ha, Mossel Bay: for a period of fifteen (15) years 2018-10-26 12:00 TENDER 25-18/19
Consultancy Services to Prepare a Solar Energy Policy Framework for Africa 2018-10-26 15:00 AUC/IED/C/379

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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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