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.
To Appoint a Law Firm to Provide Legal Services in Labour Relations Law And Related Litigation for Emfuleni Local Municipality 2019-03-08 11:00 COGTA 4/ 2/ 2- 2018/ RFP/ 03
Appointment of a Service Provider to be subcontracted by DAFF to conduct the analysis of following drug residue in aquaculture finfish for the period of 12 Month 2019-02-22 11:00 RFQ 000317
Box Files 2019-03-08 11:00 10398710
Document Storage Boxes 2019-03-08 11:00 10398742
Appointment of a Service Provider to be subcontracted by DAFF to provide maintenance plan for Liquid Chlomatography - Mass Spectrometry (LCMS) Matchine that is used for biotoxin testing on shellfish 2019-02-22 11:00 RFQ 000316
SCMU 17 – 2018/19: Supply & delivery of beef breeding animals for Joe Gqabi District Municipality for Livestock Commercialisation Project. 2019-03-08 11:00 SCMU 17 – 2018/19
SCMU 16 – 2018/19: Supply & delivery of beef breeding animals for Chris Hani District Municipality for Livestock Commercialisation Project. 2019-03-08 11:00 SCMU 16 – 2018/19
Appointment of a Preffered List of Suppliers to Conduct Airborne Magnetic Gradiometer and Radiometric Surveys for the Council for Geoscience for a period of three years 2019-03-15 11:00 CGS- 2018- 049A
SCMU 15 – 2018/19: Supply & delivery of beef breeding animals for Sarah Baartman Municipality for Livestock Commercialisation Project. 2019-03-08 11:00 SCMU 15 – 2018/19
Appointment of a Panel of Attorneys 2019-03-11 11:00 CGE18/ 2018/ 19
SCMU 14 – 2018/19: Supply & delivery of beef breeding animals for Amathole District Municipality for Livestock Commercialisation Project. 2019-03-08 11:00 SCMU 14 – 2018/19
Appointment of a Security Service Provider to Provide Gaurding Services at Mitchells Plain Cape Town for a Period of Two (02) years with an Option To Renew 2019-03-11 11:00 33/ FIN/ 2019
Bid Specification: Maintenance of Security & OHS Systems for Cape Town Regional Office for a Five (5) Years Period. 2019-03-20 11:00 RAF/ 2019/ 00004
Procurement of Water stops for the Raising of Clanwilliam Dam. 2019-03-20 11:00 DWS02- 0219WTE
Cleaning and clearing of vacant properties Framework Agreement for a period of three (3) years 2019-03-19 11:00 S115/ 18
Western Cape: Framework Contract for General Cleaning of Office Space over a period of thirty six (36) months 2019-03-20 11:00 S116/ 18
NDPW: Randfontein Magistrate Court, c/o Pollock & Sutherland street: Rendering of cleaning services for a period of 24 months (EPWP) 2019-03-12 11:00 JHB.18/ 54
The Procurement and hire, supply and delivery of Formwork to Clanwilliam for 52 months. 2019-03-20 11:00 DWS01- 0219WTE
Specialist Electrical and Mechanical Contractor to Provide Electrical and Mechanical Infrastructure Support, Critical Repairs and Material for a Period of 36 Months to SITA Pretoria Sites 2019-03-07 11:00 RFB 1886- 2018
SANParks invite prospective bidders to submit offers for the Upgrade of Seer Reticulation at the Veterinary Wild Services in Kimberley, Northern Cape Province Contractors who have a contractor grading designation equal to or higher than 3CE class of construction work and Joint Ventures are eligible to submit tenders. 2019-03-12 11:00 CI- KY- 0005/ 1

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Tender Site Visits

By Werner van Rooyen

www.howtotender.co.za

31 January 2019

If you are so fortunate to have reached the stage where Organs of State or Private Sector Companies want to do a site visit, you must know that you are in the final stage in winning that tender that you have responded to.

But what must you do to prepare for a site visit?

The first thing is to ensure that your place of business is in excellent order. Be sure everything is clean and neat. A clean workshop or office is a pre-... Read More

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