Issue Date: 
Thursday, January 31, 2019

The 8 steps in the Tender Adjudication process

By W van Rooyen

www.howtotender.co.za

31 January 2019

It is important to understand the Adjudication process when one responds to a Tender or Request for Proposal. If you have these 8 steps under control when responding to tenders, changes are good that you will proceed to the next round.

Here are 8 steps in the adjudication process that Organs of State will most often follow in determining which bidder will win the tender:

  1. Opening and recording of tenders

When tenders are opened in public, the following features of each tender usually are announced and recorded:

  • The name of the bidder;
  • The bid price as stated on the form of tender;
  • The number of B-BBEE points claimed by the bidder;
  • Tenders usually are endorsed and dated with the approved tender stamp of the Organ of State or Private Entity.
  1. Determine whether or not tenders offers are complete

After the opening of tenders, the tender officials will determine the responsiveness of each tender by determining whether:

  • The tender complies with all the conditions of the tender or request for proposal;
  • The tender has been properly completed and signed;
  • The tender meets the minimum resource objectives;

Above are just some of the requirements that have to be met in order for your response to advance in the tender process. Any tender that does not meet the stipulated requirements will be regarded as being non-responsive. Non-responsive tenders will be eliminated from the adjudication process at this stage. All responsive tenders will proceed to the next stage.

  1. Price Review

The prices of all responsive tenders are checked for errors. Bidders who have tendered an unrealistically low price can be interviewed by the Organ of State to determine whether there is a valid reason for its tender price being unrealistically low. If the bidder can not supply a valid reason, the tender would most probably be eliminated from the tender adjudication process.

  1. Award of points for Functionality

Tenders that remain in contention will be awarded points for functionality.

  1. Awarding of points for Price

At this stage the points for price will be awarded according to the Preferential Points System. Prices are usually adjusted to a common base so that it can be comparable with each bidder’s price.

  1. Process review

At this stage the legitimacy of the B-BBEE Levels claimed by the bidders will be validated and recorded. If there are any reasons for eliminating tenders on the grounds of process review it will be recorded here.

  1. Summation of points

The points awarded for price and B-BBEE will be added for each tender and, subject to satisfactory risk analysis; the tender which has been awarded the highest total number of points will be recommended for acceptance.

  1. Risk Analysis

An Organ of State will do a risk analyses before acceptance of any tender to ensure that it would, if accepted, not place the Organ of State or the tenderer, at undue risk.

As one can see there are various elements that all contribute to the final awarding of a tender.

To learn more about this and many other tender conditions attend our “Become a Tender Expert” 2-Day workshops presented in Johannesburg, Pretoria, Durban, Port Elizabeth and Cape Town. Book and pay online at www.howtotender.co.za. Please contact Estelle at Estelle@howtotender.co.za should you require more information.

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.
Term Contract: 24 Months : Repairs and Maintenance to Refrigeration Plant and Associated Equipment: Area 1-7. 2019-10-04 11:00 CPTYT 23/ 19
To appoint an implementing agent to undertake Green Economy Ecosystem Support work, which entails working closely with industry, investors and government in a number of sectors - including: waste economy, water, renewable energy and energy services; to identify economically viable green economy business opportunities and to unlock barriers that prevent them from being realised ; and to help businesses to green their operations, value chains and product lines, thereby enabling businesses to improve their own resource resilience and stimulating demand for green technologies, products and services. 2019-10-15 11:00 EDT 018- 19
Procurement of a service provider with relevant expertise and experience to undertake phase 2 of the exploration and development of financial mechanisms and models toward improving economic water resilience in the Western Cape. 2019-10-15 11:00 EDT 014- 19
Request for Proposals for appointment of a service provider for provision of Managed Voice and Data Services for a period of three (3) years 2019-10-07 11:00 CMS/ 052019/ 2020
Appointment of a Service Provider to Provide Printing Services for a period of three (3) years for the CCMA as and when required. 2019-10-04 11:00 CCMA/ 2018/ 11(A)- COPS
Appointment of a service provider to provide office space on a lease agreement for the CCMA in the Port Elizabeth office for period of five (5) years. 2019-10-04 11:00 CCMA/ 2019/ 29- PE
Appointment of a service provider to provide office space on a lease agreement for the CCMA in the Kimberly office for period of five (5) years. 2019-10-04 11:00 CCMA/ 2019/ 28- NC
Request For Proposal For Provision Of Training Services – Three (3) Learnerships 2019-10-07 12:00 CDC/ 432/ 19 (A- C)
Supply of Periodicals Subscriptions ( South African Magazines and Journals) to All Public Libraries in KZN Under Arts and Culture. 2019-10-11 12:00 DAC005/ 1920
Water and sanitation programme phase 3A at Sinothile PS (Kuneningi PS), Pongola 2019-10-14 11:00 ZNTU 03972 W
Water and sanitation programme phase 3A at Ntsonyane P School, Ulundi 2019-10-15 11:00 ZNTU 02409 W
Water and sanitation programme phase 3A at Manqwashu P School, Nongoma 2019-10-14 11:00 ZNTU 03978 W
Renovations to Mtuba camp roof, floors and painting at Department of Transport, Mtuba camp 2019-10-14 11:00 ZNQ UM 3089 U
Karee Military Base: Junior Mess, Officer’s mess,Signal Unit Mess, and Upgrading of kitchen Equipment 2019-10-07 11:00 H19/ 013 AI
Saldanha: Military Base: Construction of new sickbay facility 2019-10-04 11:00 CPT1005/ 19
Appointment of contractor to perform general maintenance work at Bitou Campus 2019-10-02 12:00 SCC 82/ 2019
Supply of periodicals subscriptions (international magazines and journals) to all public libraries in KZN under arts and culture. 2019-10-11 12:00 DAC006/ 1920
Appointment of contractor to perform general maintenance work at Beaufort West Campus 2019-10-02 12:00 SCC 80/ 2019
Appointment of contractor to perform general maintenance work at Oudtshoorn Campus (Huis Sommers) 2019-10-02 12:00 SCC 79/ 2019
Elliotdale Police Station: Condition Based Maintenance of Station and Official Quarters on all Elements 2019-10-10 12:00 CDC/ 132/ 19

Pages

2 items that determine tender pricing

Article by Werner van Rooyen

www.howtotender.co.za

31 January 2019

Many bidders that respond to tenders struggle when it comes to calculating a price for a specific tender. One of the reasons for this is that a large number of Small Business Owners are usually new to the tender process and therefore they lack the necessary experience to price their bids correctly.

Without getting into the fundamentals of accounting there are two basic items that determine your... Read More

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