Issue Date: 
Wednesday, September 28, 2016

8 Rules When Submitting Your Tender Response

It is clear that people still struggle when it comes to submitting their tender response.  So below are eight rules that should always be followed:

All tender invitations have their own submission instructions. It is of the utmost importance that you familiarize yourself with full content of the tender. These instructions can usually be found at the beginning of the tender invitation document 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 11H00:00 sharp. Currently, 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 that the procuring entity has requested. You don’t want the procuring entity to take your tender response apart in order to make copies of it. Remember that there are several Bid Evaluation Committee members and each one of them must have a copy of your tender response in order to evaluate.
  4. Be mindful that the procuring entity can request different formats of your tender response. For example, they can request a hard copy or soft copy or even both.
  5. When you deliver your tender response ensure that it goes into the correct tender box. Many procuring entities will have more than one tender box available.
  6. If you have to provide samples together with your tender response ensure that the samples are also delivered at the correct address – sometimes the samples need to be delivered at a different address as the tender response – ensure you are on top of the delivery instructions.
  7. Envelopes – make sure your tender response is in a sealed envelope and that it is addressed correctly. Sometimes there is a TWO envelope process. Ensure you are up to speed with which process the procuring entity is using.
  8. Finally, write the address in a readable handwriting. If they cannot read it - your tender response will not be considered.

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

For more information please visit our website at www.how2tender.com

Earn to learn

Title Closing Date Tender No.
Supply Electrical - components 2017-11-28 11:00 GH11800282
Supply & delivery of UIU for iron meter ACE 9000 plug in stand alone UIU. 2017-11-30 10:00 DIE0012861
Supply: C/breaker lv;mccb;175a;35ka;3p;lb 2017-11-28 11:00 GH11800285
Supply: Bushing boot:mv;usc;pilc 2017-11-30 11:00 GH11800287
Request for quotation for catering services for sport awards 2017 (once off) 2017-11-28 12:00 SCM 91 /2017
Supply & delivery of office furniture 2017-11-30 10:00 DIC0023196
Supply: Steel pipes 2017-11-30 14:00 GE11800797
Supply & delivery of bidim 2017-11-30 10:00 DIC0022898
Supply: 336 each x pwt slotted filter caps 2017-11-30 14:00 GE11800799
Construction of JB Marks disaster management centre. 2017-12-06 12:00 TENDER 49/2017
Replace corroded pipes with 316 shed 10 piping at Gordon’s Bay Pump Station 2017-12-04 12:00 SK11800202
Supply and Delivery of Padded Bags, Sweat Towels, Caps, T-Shirts and Golfers for Salga Games 2017-11-30 12:00 RFQ / 344
Supply: Shirts 2017-12-01 10:00 GA11800231
Construction of taxi rank and hawker stalls in Ikageng Exentsion 7 – Phase I & II. 2017-12-05 12:00 TENDER: 41/2016
Supply Wheelchair repair and maintenance spares 2017-11-28 12:00 GD11800523
Supply with Physiotherapy for Salga Games 2017-11-28 12:00 RFQ / 345
Supply Line nylon 2017-11-27 12:00 GD11800524
Supply back packs for fire fighters 28l backpacks needed for fire fighters 2017-12-01 10:00 GA11800232
Supply: Protective gear 2017-12-01 10:00 GA11800233
Occupational Health & Safety Risk Assessment 2017-11-27 12:00 T10-2017/18

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Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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