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.
The RAF hereby invites service provider for rental of document scanners for a period of five (5) years. 2018-12-14 11:00 RAF 2018/ 00052
Construction of a New Replacement Umyezo Wama Apile Primary School, Overberg. 2019-01-17 11:00 S103/ 18
Appointment of a Contractor for the Refurbishment and Construction of New Infrastructure In Magudu Combined School Situated In Magudu Village In Nkomazi Local Municipality At Ehlanzeni District Municipality, Mpumalanga. 2018-12-06 11:00 CONMP 0009 (2018/ 2019)
Pretoria: Service, Repairs and Maintenance of Air Conditioners at Pretoria Central Magistrate Court for period of 24 months 2019-01-08 11:00 PT18/ 041
Pretoria: Service, Repairs and Maintenance of Air Conditioners at SAAF HQ Loftus building for period of 24 months 2019-01-08 11:00 PT18/ 042
Supply and delivery of four (4) clover high-purity germanium detectors and two (2) BGO (Bismuth Germanate) suppression shields for the Department of Subatomic Physics at iThemba Labs, Faure, Cape Town over a two year period 2018-12-10 11:00 NRF/ iThemba LABS/ 2018 - 19: 07
Pretoria: Service, Repairs and Maintenance of Air Conditioners at Department of Labour: Laboria House for period of 24 months 2019-01-15 11:00 PT18/ 048
Repairs and Renovations to entire building at Acacia Court, Empangeni, Department of Human Settlement. 2018-12-14 11:00 ZNTU 03427 W3
Supply smartcards for the Biometrics Access Control System (BACS) to KZN Provincial Treasury. 2018-12-07 11:00 RFB 1842/ 2018
Construction of a borehole and erecting of a new galvanised elevated storage facility at Ngudwini Clinic, Eshowe 2018-12-07 11:00 ZNTU 03409 W
The appointment of a service provider to develop, supply, deliver, install and maintain electronic security systems at 184 Jeff Masemola Street and South Block (National Office) of The Department of Rural Development and Land Reform. 2018-12-06 11:00 5/ 2/ 2/ 1- RDLR 0049(2018/ 2019)
Construction of a borehole facility at Ocilwane Clinic, Empangeni 2018-12-14 11:00 ZNTU 03410 W
Implementation evaluation of corporate governance in South Africa’s State Owned Enterprises (SOE’s) 2018-12-07 12:00 DPME 11/ 2018- 2019
Repairs to ceiling boards, gutters, floors, fascia boards, wall, tiles and paintwork at DOT cost centre office, Eshowe 2018-12-14 11:00 ZNTU 03429 W3
Supply and delivery of ten (10) laptops equivalent to lenovo thinkpad T580 2018-12-14 11:00 ZNQ 18/ 19/ 0017/ NCR
Dundee Regional Laundry: Refurbishment, Service Equipment and Procurement of New Equipment. 2018-12-14 11:00 WIMS 068237- ZNTL 03894W
Supply and delivery of twenty (20) of all-in-one desktops equivalent to Lenovo think centre M910z. Contract period: 01 month. 2018-12-14 11:00 ZNQ 18/ 19/ 0016/ NCR
Appointment of a Mult-Disciplinary Entity to Provide Professional Services to Undertake the Assessment and Upgrading of the Central Air Conditioning System at St. Aidans Hospital 2018-12-14 11:00 WIMS 063141
The Department of Local Government (DLG) requires a Service Provider to provide the Municipal Minimum Competency (MMC) Training programme to identified officials. 2018-12-14 11:00 LG 01/ 2018/ 2019
Training of 100 beneficiaries in Vehicle Maintenance & Repair Assistant Skills Programme NQF L2. 2018-11-23 11:00 T/ 37/ 18 Skill VMRA

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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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