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.
Supply and delivery of vertical water tanks for the harvesting of rainwater 2018-03-09 12:00 HES-COM 04/1718
Policy Development for the Business Development Division 2018-03-09 10:00 COR174/2018
Construction of an emergency overflow pipeline, river outlet and associated works at Zuikerbosch Pumping Station 2018-03-13 12:00 RW01056/14A
Contract for the design, manufacture, supply, delivery, installation, commissioning and putting into service of a chlorine plant at system 4 at Zuikerbosch Pumping Station 2018-03-15 12:00 RW01240/15A
Supply and delivery of construction materials (water pressure pipes, bends, joints, fittings, water meters, valves etc.), for a period of three (3) years 2018-03-02 12:00 CE: 21
Supply and delivery of Male and Female Condoms and Lubrications to the state for the Period 1 July 2018 to 30 June 2021 2018-03-19 11:00 RT75-2018
Design, manufacture, supply, delivery, installation, commissioning and putting into service of an upgrade milk of lime dosing plant for system 3 at Zuikerbosch Pumping Station 2018-03-20 12:00 RW00984/13
Tender for the upgrade by designing, manufacturing, supplying, delivering, installing, commissioning and putting into service of electrical infrastructure of phase 1 of the raw water engine room 4 at Zuikerbosch Pumping Station (minimum CIDB grading required is 7EP/6EP PE) 2018-03-28 12:00 RW01309/16
Supply and configure a next generation Firewall solution for four year period 2018-02-23 12:00 MTK20/2017
Rehabilitation for Asbestos mine: Steel Poort in Limpopo Province 2018-02-27 12:00 MTK12/2018
Appointment of a qualified service provider (supplier) for the provision of protection and indemnity (P&l) insurance as well as hull and machinery (H&M) insurance for samsa maritime special projects’ 7 (seven) vessels as well as 6 (six) 7.3m gemini waveriders (rigid hulled inflatable boats) for a period of thirty six (36) months. 2018-03-02 11:00 SAMSAMSP/05/2017
Appointment of a panel of service providers (suppliers) to support samsa maritime special projects with the port and dock services for a period of three (3) years. 2018-02-27 11:00 SAMSAMSP/04/2017
Appointment of a panel of ship chandlers/service providers (suppliers) to support samsa maritime special projects with the supply of victuals, bed linen, cutlery, crockery and other consumables for a period of three (3) years. 2018-02-26 11:00 SAMSAMSP/03/2017
Appointment of a panel of service providers (suppliers) to supply samsa maritime special projects with the supply of fuel diesel and lubricants services for its vessels for a period of three (3) years 2018-03-01 11:00 SAMSA MSP/02/2017
Appointment of a panel of service providers (suppliers) to support SAMSA maritime special projects with repairs & maintenance, supply of spare parts and other related services for its vessels for a period of three (3) years. 2018-02-28 11:00 SAMSA MSP/01/2017
Rental of Multi-Functional Office Machines (Inclusive of Related Services) for a period not more than 3 years (36 Months) 2018-02-23 11:00 BV683
Rehabilitation for Asbestos mine: Msauli in Mpumalanga Province 2018-02-26 12:00 MTK11/2017
Call for proposals the GIJIMA KwaZulu-Natal Local Economic Development Support Programme Local Competitiveness Fund (LCF) programme (Phase 8) 2018-04-20 16:00 No reference number
As and When Maintenance, Repairs and Services of Alarms Systems, CCTV Systems and Access Control Systems 2018-02-22 12:00 45/2017/CTN/INFRA
Upgrading of Natures Valley Bulk Water Supply - Phase 1 2018-02-23 12:00 SCM/2018/79/ENG

Pages

Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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