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.
Provision of Internal Services and the construction of top structures-Potsdam/ Ikhwezi Block 1 housing 656 units. 2017-11-28 12:00 BCMM/COO/HM/1384/2017
Contract for stabilization of BCMM access roads using polymer products and associated services for a period of three years 2017-11-24 12:00 CE:263
Upgrade and Refurbishment of Coastal Nature Reserves in BCMM until June 2020 2017-11-24 12:00 BCMM/DCOMMS/NR/12/2017/18
Provision of Professional Services: Development, Upgrade and refurbishment of Sport Fields and Stadiums in BCMM until June 2020 2017-11-24 12:00 BCMM/DCOMMS/SF/11/2017/18
Supply & delivery of Disinfection Chemicals, for a contract period ending 30 June 2020 2017-11-28 12:00 B/SM 26/18
Construction of Wisani Primary School 2017-11-29 10:00 MPGXC004909
Supply and delivery of Relays to various Eskom Power Stations on an as and when required basis for a period of 3 years 2017-11-29 10:00 MPGXC004910
Supply and delivery of Tubes and Pipes to Eskom Power Stations as and when required for a 3 year period 2017-11-29 10:00 MPGXC004911
Supply and Delivery of Herbicides and Insecticides for a Period of Three Years 2017-11-29 10:00 PM99/2017
Appointment of a Service Provider to Supply and Deliver Irrigation Materials for Period of Three (3) Years 2017-11-29 10:00 PM100/2017
Supply and Delivery of 30 M3 Skip Containers for a Period of three years 2017-11-29 10:00 PM115/2017
Website Migration, Hosting, Enhancement and Maintenance 2017-11-28 11:00 CATHS/WMHEM/011/2017
Two Bidding Stage: Proposal for Rural Domestic Waste Collection for a period of three (3) years 2017-11-29 11:00 SCM/MLM09/10/2016
Proposal- Cost of Supply and Engineering Contribution Study 2017-11-29 09:00 RLM/DTIS/0056/2017/18
Re-Advert: Appointment of a Panel of Experience Attorney to Render Various Specialised Legal Services for Rustenburg Local Municipality for a period of three years 2017-11-29 11:00 RLM/MM/0083/2017/18
Appointment of a Qualified Contractor for National Stations Improvement Programme (NSIP) at Akasiaboom Station for the Construction of Security Brick wall and Upgrade of Storm Water Drainage and Ticket Offices (6GB) 2017-11-29 12:00 CRES/NGR/38/10/2017
Appointment of a Qualified Contractor For National Stations Improvement Programme (NSIP) at Hercules Bus Staging Yard for the Upgrade of Storm Water Drainage and Electrical Works and the Construction of A Guardhouse, Ablutions and Carports 2017-11-29 12:00 CRES/NGR/39/10/2017
Appointment of Contractors for the Design,Supply, Install,Delivery, Offloading, Test, Commissioning and Retrofit of Existing Streetlighting and Floodlighting Luminaires Conventional Types High Intensity Discharge (Hid) with Light Emitting Diodes (Led) From The Date Of Award Until 30 June 2020 2017-11-30 10:00 A-EE 01-2018
Appointment of Electrical Contractors for the Design, Manufacture, Supply, Delivery, Offloading, Installation, Testing and Commissioning of Integrated Solar Photovoltaic Led Street Lighting on An As-And-When Required Basis From Date of Award Until 30 June 2020 2017-11-30 10:00 A-EE 02-2018
Supply and delivery of Actuators to various Eskom Power Stations on an as and when required basis for a period of 3 years. 2017-11-30 10:00 MPGXC004912

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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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