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 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
Ballot Paper Printing - National and Provincial Elections 2019 2018-12-14 11:00 IEC/ LG- 06/ 2018
Establishment of a panel of pre-qualified service providers for the provision of an alternative building technology for a period not exceeding 36 months 2018-12-11 11:00 HLA 4/ 2/ 4- 2018/ 06
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) Joe Gqabi DM. 2018-12-10 11:00 MISA/ DWSS/ JGDM/ 049/ 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 Makana LM). 2018-12-10 11:00 MISA/ DWSS/ MLM/ 050/ 2018
Appointment of a Professional Service Provider to design, supply, delivery and installation of a fully automated weld fume extraction and filtration system to extract welding fume source from 30 welding cubicles 2018-12-07 11:00 CCT01- 2018/ 2019
Multidisciplinary team of experts (finance management support (in two local municipalities), technical/ infrastructure support (in six targeted municipalities), municipal property valuations (in six targeted municipalities), human resources (in six targeted municipalities). 2018-12-07 11:00 COGTA 4/ 2/ 2- 2018/ 04
Appointment of a Professional Service Provider to supply and delivery welding equipment 2018-12-07 11:00 CCT02- 2018/ 2019
Completion of Ulovu Area Secondary School in Umlazi District, Kwazulu - Natal 2018-12-10 12:00 CDC/ 528/ 18
A contract that ends the 31st of March 2019 for the maintenance and servicing of the ground floor Inshore research freezer. Service providers will be requested to provide a quote for their call out fees and hourly fees. 2018-11-23 11:00 RFQ000295
Cweraland Police Station: Installation of Water Tanks, Construction of Larger Septic Tank and Electrification Of Borehole 2018-12-10 12:00 CDC/ 524/ 18
Appointment of a Service Provider to Provide Security and Cashier Services at the Pretoria National Botanical Garden for a period of five (5) years 2018-12-14 11:00 SANBI: G315/ 2018
Appointment of two external service providers to provide travel management services to QCTO for the period of thirty six (36) months 2018-12-07 11:00 PUR 3003/ 21
Supply and Delivery of Sedan, Light and Heavy Commercial Vehicles, Busses, Motor Cycles, Agricultural Tractors, Construction Plant and Equipment to the state for the period 1 April 2019 – 31 March 2022 2019-02-12 11:00 RT57- 2019
DNA sequencing reaction (including post - PCR Clean up) x 400. 2018-11-23 11:00 RFQ000294
Odendaalsrus Magistrate Office: Rendering Of Cleaning Services for a period of 24 months 2018-12-11 11:00 BL18/ 075
Bloemfontein Regional Justice: Rendering of Cleaning Services for a period of 24 months 2018-12-11 11:00 BL18/ 074
Request for Proposals for appointment of a service provider to revamp the Council for Medical Schemes website. 2018-12-10 11:00 CMS042018/ 19
Appointment of service providers for the supply and delivery of photocopy paper to the Department of Social Development for a period of three years 2018-12-14 11:00 SD 06 / 2018 - 2019

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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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