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.
Ceza Stand Alone Water Supply Phase 2: Reticulation 08 2018-09-04 12:00 ZDM 088/ 2018
Supply and Installation of Concrete Universal Sleepers at various Turnouts within Western Cape Region. 2018-09-11 12:00 02/2018/CTN/INFRA
Ceza Stand Alone Water Supply Phase 2: Reticulation 07 2018-09-04 12:00 ZDM 087/ 2018
Installation of concrete mast poles and optic fibre cable. 2018-09-11 10:00 RFQ CRAC-KGG-27518.
Ceza Stand Alone Water Supply Phase 2: Reticulation 06 2018-09-03 12:00 ZDM 086/ 2018
Ceza Stand Alone Water Supply Phase 2: Reticulation 05 2018-09-03 12:00 ZDM 085/ 2018
A5 -Informal Trading- Permit Paper. 2018-08-29 12:00 SD11900134
Supply and delivery of iphone. 2018-08-24 11:00 GK11900074
Ceza Stand Alone Water Supply Phase 2: Reticulation 04 2018-09-03 12:00 ZDM 084/ 2018
For the provision of stripping, fault finding, repair, installation, testing and commissioning of coiling machine situated at RSE Business Bay 64 Durban. 2018-09-11 10:00 TE18-DBN-06I-06087
Supply and Delivery of Cape Times or Cape Argus (Morning Edition) and Die Burger Newspapers for the Business Express Train Services. 2018-09-11 12:00 12/2018/CTN/CS
Rural Roads Assets Management system 2018-09-19 12:00 ZDM095/2018
Water Loss and Demand Management System 2018-09-19 12:00 ZDM096/2018
Rehabilitation of Service Roads within the Western Cape Region. 2018-09-11 12:00 01/2018/CTN/INFRA
Register on the Database for Panel of Attorneys 2018-09-10 12:00 ZDM 098/2018
Supply and delivery of security clothing. 2018-09-18 11:00 CD19 B/2018
Hiring of an excavator for 30 days for Regravelling of Gravel Roads in Region 1 (Bethal and Emzinoni) 2018-08-27 12:00 RFQ NO: 8/3/2- 59/2018
Sethembe Emerging Contractors Programme 2018-08-30 12:00 ZDM103/2018
Head of actuarial function services. 2018-09-19 12:00 2018/11
Supply and delivery of Total Station and Accident/Crime Scene Mapping Software as per specification 2018-08-23 15:00 KEQ.EMPD.10.87 RE-ADVERT

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