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.
Development of a training programme and to train 100 TVET College Lecturers in 9 provinces to offer INSETA qualifications and also lead to certification for College of Insurance 2019-03-12 11:00 ETQA/ 2018/ 11
Appointment of a centralized Marking Centre Services for final external examination scripts (FISA) 2019-03-12 11:00 ETQA/ 2018/ 12
Request to Procure an Integrated Business & IT Service Continuity Solution With Fully Integrated Offsite Data Backup & Protection for a Period of five (5) years. 2019-03-18 11:00 ICASA 01/ 2019
Supply and delivery of Gelport Laparoscopic System and woundprotector/retractor to theatre for laparoscopic surgery for Groote Schuur Hospital over a one (1) year period. 2019-03-15 11:00 GSH: PT95/ 2018
Provision for a service provider to Design, Edit and Print GMA’s Integrated Annual Reports for the 2018/19, 2019/20 and 2020/21 Financial Years 2019-03-08 11:00 GMA/ 008/ 18
Automation of Annual Financial Statements (AFS) For GPG Departments 2019-03-08 11:00 GT/ GPT/ 016/ 2019
Appointment of a service provider to develop, implement and maintain an automated price data collection system for the Gauteng Provincial Government. 2019-03-08 11:00 GT/ GPT/ 015/ 2019
Supply and delivery of disposable prefilled humidifier sterile water bottles for Groote Schuur Hospital over a one (1) year period. 2019-03-15 11:00 GSH: PT52/ 2018
Specification for Automated Supplier Statement Reconciliation System for a Period of Thirty Six (36) Months 2019-03-08 11:00 GT/ GPT/ 013/ 201
Development of Office layout and design, supply and installation of office furniture for the Finance and Accounting Services Sector Education and Training Authority (Fasset) office. 2019-03-08 11:00 FAS/ LT/ SCM/ OFFI_FURNIT/ CON1091
Appointment of the Team of Technical advisors (legal, Financial and Eco-Tourism) to assist with the evaluation of expression of interest proposals 2019-03-15 11:00 EKZNW 14/ 2019
Provisioning of Hosted Digital Voice Communication system ( Voip) 2019-03-18 12:00 KZNLA 09/ 2018/ 19
Terms of Reference to appoint a service provider to conduct research in research organizations as an ETD subsector for the purpose of 2020/21 Sector Skills Plan (SSP) update 2019-03-12 11:00 SCMU: 31 - 2018/ 19
Terms of Reference to appoint a service provider to conduct research in early childhood development as an ETD subsector for the purpose of 2020/21 Sector Skills Plan (SSP) update 2019-03-12 11:00 SCMU: 30 - 2018/ 19
Terms of Reference to appoint a service provider to conduct research in libraries and archives as an ETD subsector for the purpose of 2020/21 Sector Skills Plan (SSP) update 2019-03-12 11:00 SCMU: 32 - 2018/ 19
Terms of Reference for the appointment of a service provider to supply ETDP SETA with servers for its provincial offices 2019-03-11 11:00 SCMU: 28 - 2018/ 19
Appointment of Panel of Legal services providers for a period of three (03) years. 2019-03-18 12:00 KZNLA 08/ 2018/ 19
DTPC hereby invites proposals from suitably experienced and competent service providers to provide leased managed printing services for a period of three (3) years. 2019-03-11 11:00 DTP/ RFP/ 27/ CEO/ 10/ 2018
Bids for manufacturing, branding, supply and delivery of groundBREAKER[Gb] Gear for New LoveLife Trust 2019-03-06 12:00 LL2019/006
DTPC requires the services of a suitably qualified service provider to provide the design, supply, maintenance and support for a period of three (3) years 2019-03-11 11:00 DTP/ RFP/ 33/ CEO/ 11/ 2018

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The 8 steps in the Tender Adjudication process

By W van Rooyen

www.howtotender.co.za

31 January 2019

It is important to understand the Adjudication process when one responds to a Tender or Request for Proposal. If you have these 8 steps under control when responding to tenders, changes are good that you will proceed to the next round.

Here are 8 steps in the adjudication process that Organs of State will most often follow in determining which bidder will win the tender:

  1. Opening... Read More
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