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.
SAPS: Grassy Park Police Station: Upgrading of Stormwater Drainage 2018-12-07 11:00 CPT 1014/ 18
The appointment of the service provider to assist the Waste Bureau with the identification and securing of site, development of a business plan, and management of the setting-up; equipping; operating; training of beneficiaries and handover of the Pilot Construction and Demolition Waste Crushing and Block Manufacturing Facility. 2018-12-07 12:00 E 1490
Service and maintenance of standby and base load generators for 24 months. 2018-12-07 11:00 KIM- 1018/ 107452
Invitation of service providers for monitoring and evaluation of Gauteng City Region Academy (GCRA) Training and Development Intervention Programmes for a period of three (3) years 2018-12-07 11:00 GT/ GDE/ 160/ 2018
Outsource for the Service Providers for a Forensic Investigation of the Repair and Maintenance Project at 11 Military Hospital for Defence Inspectorate Division (DACAF). 2018-12-14 11:00 CPSC- B- G- 161- 2018
Midlands Region: Department Of Basic Education: Umzinyathi District ( Msinga) Umbonje High School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 02899 W
Midlands Region: Department Of Basic Education: Umzinyathi District ( Msinga) Mhlangezulu Secondary School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03804 W
Midlands Region: Department of Basic Education: Umzinyathi District ( Msinga) Asibambisane Primary School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03089 W
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase1) – Situational Assessment Review and Phase 2 – Development) for Ilembe DM. 2018-12-07 11:00 MISA/ DWSS/ IDM/ 043/ 2018
Midlands Region: Department Of Basic Education: Umzinyathi District (Msinga) Fabeni Junior Primary School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 02986 W
CapeNature seeks the expertise of a suitable service provider for the supply and delivery of a 6.5m Rigid Inflatable Workboat and trailer according to the minimum requirements for local production and content as stipulated by the DTI. 2018-12-14 11:00 WCNCB 02/ 11/ 2018
Midlands Region: Department Of Basic Education: Umzinyathi District (Msinga) Batshazwayo High School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03250 W
Midlands Region: Department Of Basic Education: Umzinyathi District (Nquthu) Mabululwane Primary School: Sanitation Programme Phase II. 2018-12-18 11:00 ZNTL 03015 W
Midlands Region: Department Of Basic Education: Umzinyathi District ( Msinga). Esokheni High School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03056 W
Midlands Region: Department of Basic Education: Umzinyathi District (Msinga) Funulwazi High School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03099 W
Midlands Region: Department Of Basic Education: Umzinyathi District ( Msinga) Mphazima Primary School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03035 W
Supply of Leased Vehicles with a Comprehensive Fleet Management Service to SITA on a national basis. 2018-12-07 11:00 RFB 1825/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase1) – Situational Assessment Review and Phase 2 – Development) for Ugu DM. 2018-12-07 11:00 MISA/ DWSS/ UDM/ 044/ 2018
Midlands Region: Department Of Basic Education: Umzinyathi District ( Msinga). Phathizwe High School: Sanitation Programme Phase II 2018-12-18 11:00 ZNTL 03027 W
Appointment of potential service providers for the issuing of social relief of distress through the redemption of a SRD voucher system for identified beneficiaries for a period of three (3) years for the South African Social Security Agency within the Western Cape Region. 2018-12-11 11:00 SASSA: 18/ 18/ GA/ WC

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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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