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.
Request for proposal from professional service providers to conduct a feasibility study for supply of bulk water in the Tzaneen Dam area on behalf of Lepelle Northern Water. 2017-11-27 11:00 LNW 06/ 17/ 18
Betterment & Re-gravelling of P279 (KM 18+300 TO KM 23+300). 2017-11-28 11:00 C252/ 1718/ BR/ 817
Betterment & Re-gravelling of L1428 (KM 8+450 TO KM 16+450). 2017-11-28 11:00 C252/ 1718/ BR/ 820
Betterment & Re-gravelling of D1339 (KM 0+000 TO KM 6+500). 2017-11-28 11:00 C252/ 1718/ BR/ 553
Betterment & Re-gravelling of D2443 (KM 6+840 TO KM12+840) 2017-11-28 11:00 C252/ 1718/ BR/ 555
Betterment & Re-gravelling of D114 (KM6+000 TO KM 12+900). 2017-11-28 11:00 C252/ 1718/ BR/ 554
Betterment & Re-gravelling of D98 (KM0+000 TO KM 7+000). 2017-11-28 11:00 C252/ 1718/ BR/ 568
Supply and deliver Sports Equipment to 108 Mass Opportunity and Development (Mod) Centres in the Western Cape Education Department (Wced). 2017-11-24 11:00 B/ WCED 2419/ 17
Request For Information (RFI) For Welding Information Management System 2017-11-23 10:00 CORP4268
Supply and Delivery of Touch Screens 2017-11-23 10:00 CORP NO 4269
Construction of Outfall Sewers to the Polokwane Regional Wastewater Treatment Works- Phase 1a-Seshego to East of Pipe Bridge 2017-11-23 10:00 PM129/2017
Construction of Outfall Sewers to the Polokwane Regional Wastewater Treatment Works- Contract 1b-Polokwane East and Polokwane West 2017-11-23 10:00 PM130/2017
Construction of Outfall Sewers to the Polokwane Regional Wastewater Treatment Works- Phase 1c-Main Outfall East of the Sand River 2017-11-23 10:00 PM131/2017
Supply and delivery of Multi Stands Striped Or Blue Cables 2017-11-23 10:00 MPGXC004903
Provision of new Electrical Multiple Unit (Emu) Coach Cleaning Services ror Northern Gauteng Region (Ngr) 2017-11-23 12:00 CRES/CNGR/37/10/2017
Provision of Legal Services 2017-11-23 12:00 392/05/10/2017
Construction of Slieve Donald Farm Combo Sport Facility in Ward 7 2017-11-23 12:00 20/10/2017
Construction of Water and Sewer Reticulation in Polokwane Extension 78 2017-11-24 10:00 PM15/2017
Construction of Vaalkop Transfer Station 2017-11-24 10:00 PM135/2017
Request for Proposal for the Provision of Reputation and Stakeholder Perception Survey 2017-11-24 12:00 SRS/10/2017


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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