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

Title Closing Date Tender No.
Appointment of a service provider to supply and deliver Cleaning material in Saldanha, Parow and Milnerton 2017-10-24 12:00 SFF/ 2017/ 027
Request for proposals to assist the ARC with developing and providing an electronic recruitment system 2017-10-23 11:00 ARC/ 12/ 08/ 17
Request for proposals to assist the ARC with the renovation of central office on the ground floor 2017-10-24 11:00 ARC/ 11/ 08/ 17
Request for proposals to assist the ARC with the improvement of security measures at the central office 2017-10-24 11:00 ARC/ 10/ 08/ 17
Request for proposals to assist the ARC with the design and placing of advertisement in the print media. 2017-10-23 11:00 ARC/ 07/ 08/ 17
Request for proposals to assist the ARC with the Annual Organizational and 360 degree assessments 2017-10-25 11:00 ARC/ 13/ 09/ 17
Appointment of a service provider to supply and deliver stationery in Saldanha, Parow and Milnerton 2017-10-24 12:00 SFF/ 2017/ 026
Supply: Insulated Peripheral Nerve Block Needle 2017-10-26 11:00 ZNB 69- 17/ 18
Service medium voltage switchgear 2017-10-26 11:00 ZNB 67- 17/ 18
Service to Diesel Generator (Stanford,type UC 1274C 380V, 0.8PF rating 100KVA/80KW, 1500RPM, 151.9A Serial number E7747/W) 2017-10-24 11:00 ZNQ113/ 17/ 18
The Improvement on National route 2 section 5 between Heidelberg (km 54.00) and Riversdale (km 81.97). 2017-10-20 14:00 NRA N.002- 050- 2016/ 1D- SS
Geotechnical drilling services for the Ring Road on National Route N8 West of Bloemfontein 2017-10-25 14:00 NRA N008- 110- 2016/ D- SS
Appointment of a contractor for construction of a Stormwater Management System in Robinson deep landfill site for Pikitup Johannesburg SOC Limited. 2017-10-24 11:00 PU034/ 2017
Replacing old valves with new installation of water network valves and pipe work in Makhathini Irrigation Scheme 2017-11-03 11:00 TTB/ MF2017- 06
Sedgefield: Goukamma Nature Reserve: Repair water supply damage. Designated Grading: 4CE or higher 2017-10-25 11:00 G008/ 17
The Western Cape Government Department of Human Settlements invites tenders for the Forest Village: Upgrading of Nooiensfontein sewage pumpstation and rising main 2017-10-20 11:00 HSC 06/ 2017/ 2018
Provision of Office Accommodation: Elliot Satellite Office for a period of 5 years. (Leases ranging from seven to ten years will also be considered). Office space between 102m² and 157m² and 4 parking bays are required 2017-10-24 11:00 25/ 2017
Purchase of building: Port Elizabeth Justice Centre Office space between 1187m² and 1262.40m² and 12 parking bays are required. 2017-10-24 11:00 23/ 2017
Provision of Office Accommodation: Secunda Satellite Office for a period of 5 years. (Leases ranging from seven to ten years will also be considered). Office space between 138.90m² and 142.80m² and 3 parking bays are required. 2017-10-24 11:00 24/ 2017
Pietermaritzburg: Department of Office of the Premier: Terry Street Parking and fencing project: CIDB grading 4 CE 2017-10-25 11:00 ZNTM00956W


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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