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.
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
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) for Zululand DM. 2018-12-07 11:00 MISA/ DWSS/ ZDM/ 045/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) for Harry Gwala DM. 2018-12-07 11:00 MISA/ DWSS/ HGDM/ 046/ 2018
Midlands Region: Department of Basic Education: Umzinyathi District (Nquthu) Mafitleng Primary; High School: Refurbishment to Storm Damaged School: Contract Period: Seven (07) Calendar Months. 2018-12-19 11:00 ZNTL 03864 W
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1) – Situational Assessment Review and Phase 2 – Development) for Amajuba DM. 2018-12-07 11:00 MISA/ DWSS/ ADM/ 041/ 2018
Midlands Region: Department of Basic Education: Uthukela District: (Imbabazane) Ncibidwane Primary School: Refurbishment To Storm Damaged School: Contract Period : Seven (07) Calendar Months Cidb Grading 3GB Only Joint Venture Designation 2018-12-19 11:00 ZNTL 03876 W
Midlands Region: Department of Basic Education: Umzinyathi District (Msinga) Bathembu High School: Refurbishment To Storm Damaged School: Contract Period: Eight (08) Calendar Months 2018-12-19 11:00 ZNTL 03872 W
Invitation for the accreditation of service providers to be appointed for the supply and issuing of immediate social relief for a period of three (3) years, in disaster incidents in the Western Cape Province. 2018-12-11 11:00 SASSA: 17/ 18/ GA/ WC
Supply of Underwater Conductivity, Salinity and Temperature Data Logger for long term stationary deployments in coastal waters and estuaries 2018-12-14 11:00 NRF/ SAEON/ CTLOG/ 2018
The provision of records and storage services for all NDA offices over a period of five (5) years 2018-12-07 11:00 NDA30/ CS14/ 18
Midlands Region: Department Of Basic Education: Umzinyathi District (Msinga) Melokuhle Secondary School: Sanitation Programme Phase II Contract Period: Eight (08) Calendar Months 2018-12-18 11:00 ZNTL 03057 W
Supply and installation of water coolers at Government Pensions Administration Agency 2018-12-11 11:00 GPAA 14/ 2018
Midlands Region: Department of Basic Education: Umzinyathi District (Msinga). Fundokuhle High School: Refurbishment to Storm Damaged School: Contract Period: Eight (08) Calendar Months. 2018-12-19 11:00 ZNTL 03860 W
Demarcation Tape 2018-12-07 11:00 10391704
Nelson Mandela -Qunu Museum: Conditioned Based Mantenance 2018-12-14 11:00 MTH 64/ 2018
Ballot Paper Printing - National and Provincial Elections 2019 2018-12-14 11:00 IEC/ LG- 06/ 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 Newcastle DM 2018-12-07 11:00 MISA/ DWSS/ NDM/ 042/ 2018
Ballot Paper Printing - National and Provincial Elections 2019 2018-12-14 11:00 IEC/ LG- 06/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) Alfred Nzo DM. 2018-12-10 11:00 MISA/ DWSS/ ANDM/ 047/ 2018
Appointment of Professional Services Providers for development of 5-year reliable water and sanitation services delivery plan (Phase 1 – Situational Assessment Review and Phase 2 – Development) for Chris Hani DM. 2018-12-10 11:00 MISA/ DWSS/ CHDM/ 048/ 2018

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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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