Issue Date: 
Wednesday, September 28, 2016

8 Rules When Submitting Your Tender Response

We recently presented our tender workshop: 'How to respond to a tender correctly', and we realized that there are still people that struggle when it comes to submitting their tender response.

Here below are eight rules to follow, when submitting your tender response.

All tender invitations have their own submission instructions. It is of the utmost importance that you follow these instructions. These instructions can usually be found at the beginning of the tender invitation, and include instructions such as:

  1. Closing date - which is the last day that the tender response can be submitted.
  2. Closing times - VERY IMPORTANT - do not be late! If the Closing time is at 11H00 it means 11H00 sharp. Most procurement entities will indicate on the tender invitation document that the time they use is the time given by dialing Telkom's 1026 line. This is the official time in South Africa.
  3. Ensure that you submit the correct number of copies required. You do not want the procuring entity to take your tender response apart in order to copy it. Remember that there are several Bid Evaluation Committee members and each of them must have a copy of your tender response to evaluate it.
  4. Be mindful that the procuring entity can request different formats of your tender response, e.g. they can request a hard/soft copy or both.
  5. When you deliver your tender response ensure that it is into the correct tender box. Many procuring entities have more than one tender box.
  6. If you must provide samples together with your tender response, ensure that the samples are also delivered to the correct address. Sometimes the samples need to be delivered to a different address as the tender response, ensure you follow the delivering instructions carefully.
  7. Envelopes - make sure your tender response is in a sealed envelope and that it is addressed correctly. Sometimes there is a TWO envelope procedure. Ensure you are following the correct procedure, which the procuring entity is using.
  8. Finally, write the address in a legible handwriting. If they cannot read it - your tender response will not be considered.

By following these rules, you will ensure that your tender response is considered for evaluation.    

To learn more about this and many other tender conditions please attend one of our How-to-Tender workshops. Workshop dates are published on our website at www.how2tender.com. For more information on the tender courses please email Werner at werner@how2tender.com.

This article was written by Werner van Rooyen, Director of HowToTender (Pty) Ltd. which specializes in tender consulting and tender training.

Title Closing Date Tender No.
Provision of existing 196m2 leased office accommodation for The Department of Culture Arts and Traditional Affairs at Naledi service point in Vryburg for a period of 36 months. 2019-01-17 11:00 PWR 133/18
Supply & delivery of plinths for minisub and ringmain unit 2018-11-29 10:00 DIE0014914
Supply & delivery of electrical equipment 2018-11-27 12:00 SCM04-2011-18
Supply & delivery of galvanized poles and pole caps 2018-11-29 10:00 DIC0025766 (READVERTISE)
Provision of existing 196m2 leased office accommodation for The Department of Culture Arts and traditional affairs at Kagisano Molopo service point in Ganyesa for a period of 36 months. 2019-01-17 11:00 PWR 124/18
Supply & delivery of blue jot – it down notebook – 75 with full colour branding. 2018-11-29 10:00 DCG0011888
Supply & delivery of seedling & trees 2018-11-27 12:00 SCM03-2011-18
Cleaning of Reservoirs and Towers 2019-01-22 10:30 JWOPS 015/17RT
Appoint a service provider for the construction of ten (10) timber wendy house units in various areas. 2018-11-27 14:00 1056812
Cleaning and Maintenance of Outfall Sewers. 2019-01-22 10:30 JW OPS 043/18
Printed Books 2018-11-27 14:00 PNQ2 PRINTED BOOKS
Construction of multipurpose community centre building - phase 2B white location, Knysna. 2019-01-23 12:00 T 31/2018/19
Supply and Delivery of One Automated Mineralogical Scanning Electron Microscope based mineral/phase analyser (QEMSCAN) including Training. 2019-01-24 10:00 ERIC0340
Consulting Services- Digital Archivist & Librarian within the Directorate of Information & Communication 2018-12-07 15:00 Re advert- AUC/DIC/IC/327
Supply of hygiene products and services. 2019-01-24 12:00 33/2018
Provision of basic sanitation services in informal settlements with The City of Johannesburg on an as and when required basis. 2019-01-25 10:30 JW 13855
The supply and delivery of water meters 2018-11-28 12:00 61954
Panel to provide travel management services. 2019-01-25 12:00 36/2018
Supply and installation of security parameter fencing at Matopie High Site, Franschhoek. 2018-11-28 11:00 FQ/SM: 75/19
Supply, delivery and installation of high security cage at miniature substation 2018-12-03 11:00 FQ/SM: 73/19

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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