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.
The Breede Valley Municipalities invites tenders for the: Upgrading of basket rooms at the swimming pool in Greystreet, Worcester. 2017-12-14 11:00 BV 667
Invitation too Bidder/s for the provisioning of Endpoint Protection Solution which entails design, implementation, maintenance and support services for a period of three (3) years 2017-12-19 11:00 DIRCO 07/2017/18
Municipal Finance Management Programme 2017-12-18 12:00 2/2/4/2017-18
Expressions of interest are invited for investment in the Development and Management of the Fresh Produce Market in Rustenburg 2018-01-10 13:00 Not Supplied
Water and wastewater projects-Vondo RWS:Upgrading of vondo water treatment works (Electrical) 2018-01-19 12:00 VDM/TECH/10/11/2017/01
Expressions of interest are invited for investment in the Development of an Education Precinct in Rustenburg 2018-01-10 08:00 Not Supplied
350 mm DIA pipeline from R2 to RD2 & A 355 mm DIA pump main from vondo WTW to R2 2018-01-19 12:00 VDM/TECH/10/11/2017/03
Water and Wastewater Projects: Vondo RWS:Upgrading of Vondo Water Treatment Works 2018-01-19 12:00 VDM/TECH/10/11/2017/04
Expressions of interest are invited for investment in the Development of a Precinct or portions thereof in Lethabong, Rustenburg 2018-01-10 09:00 Not Supplied
Two 10ml Command existing R2 Reservoir site in Phiphidi 2018-01-19 12:00 VDM/TECH/10/11/2017/05
Expressions of interest are invited for investment in the Development of a Precinct or portions thereof in Monnakato, Rustenburg 2018-01-10 11:00 Not Supplied
Expressions of interest are invited for investment in the Development of a Precinct or portions thereof in Phatsima, Rustenburg 2018-01-10 14:00 Not Supplied
Request for expression of interest (installation of smart water metering) 2017-12-15 12:00 MLM/SCM 05/17/18
Expressions of interest are invited for investment in the Development of a Precinct or portions thereof in Tlhabane Rustenburg 2018-01-10 12:00 Not Supplied
Expressions of Interest for Investment in the Development of a precinct or portions thereof in Boitekong, Rustenburg. 2018-01-10 10:00 Not Supplied
Appointment of a Service Provider to Perform Insurance Replacement Cost Valuations 2017-12-15 12:00 PICPROP007 /2017
Expression of Interest for the Transportation of Heavy Fuel Oil By Road Tankers 2017-12-15 11:00 Not Supplied
Supply and deliver One new Diesel Bus with a 22 seating capacity to Majuba TVET College 2018-01-08 12:00 CO 17/03 C Rev 01
Supply and deliver Two new 1.6 Sedan Motor Vehicles to Majuba TVET College 2018-01-08 12:00 C017/02 C Rev 01
Database for supply of mobile classrooms 2018-01-12 12:00 ECDC/021 /MOB/11 /2017


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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