Issue Date: 
Monday, November 10, 2014

The 8 steps in the Tender Adjudication process

By W van Rooyen

10 November 2014

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, chances 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 tenderer;
  • The tender price as stated on the form of tender;
  • The number of B-BBEE points claimed by the tenderer;
  • 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.

Please visit our website at for more on these as well as other interesting topics. You will also find our Tender Manual there - the Tender Manual guides you through the whole process of responding to a Tender or a Request for Proposal.

Until next time.

Title Closing Date Tender No.
Construction of Nongiqa Low Level Bridge Crossing. 2018-04-20 12:00 ULM-INFR-033/18
Appointment of a Panel of Maximum 4 (Four) Contractors for the Replacement and Cut Over of Asbestos Cement Pipes to Pvc Pipes In Steve Tshwete Local Municipality Area for a period of 36 months as and when required 2018-04-25 12:00 BS07/03/2018
The Supply and Delivery of Wet Rations, various dairy products to the Department of Defence (Port Elizabeth area). 2018-08-16 11:00 SPSC- B- 105- 2017
10 Units, Pre filled surgical adhesive syringe size 5ml 2018-04-02 11:00 ZNQ: 1181/ 17/ 18
Provision of Professional Services in Respect of the Management of the City of Cape Town Railway to Comply with the Requirements of eh National Railway Safety. 2018-04-23 10:00 270C/2017/18
10 Units, Non absorbable monofilament cv-7 size 46cm-18 in 9mm needle 2018-04-02 11:00 ZNQ: 1183/ 17/ 18
Provision of a Service Provider: Accredited Training Related to Project Management and Contract Administration. 2018-04-23 10:00 271C/2017/18
The appointment of a service provider for the supply and delivery of perfusion and cardiothoracic surgery requirements to Groote Schuur-, Tygerberg- and Red Cross War Memorial Children’s Hospital for a period of three (3) years. 2018-04-13 11:00 TBH 514/ 2017
Supply and delivery of 5-tons (5000kg) diesel forklifts for vehicles to South African Police Service for a period of two (2) years, Nationally. 2018-04-24 11:00 19/1/9/1/75TV (17)
Appointment of a capable service provider to render services in respect of travel, transport and accommodation arrangements for the Department of Sport and Recreation South Africa for a period of 36 months. 2018-04-23 11:00 SRSA009/ 2017- 18
A Panel of Service Providers For Plumbing Services: Maintenance & Service of Plumbing Infrastructure at Municipal Buildings and Facilities of Steve Tshwete Local Municpality for a period of three (3) years 2018-04-19 12:00 BS02/03/2018
Supply and delivery of 5 tons (5000kg) diesel forklifts for vehicle safeguarding services to South African Police Service for a period of two (2) years, nationally. 2018-04-24 11:00 19/ 1/ 9/ 1/ 75 TV (17)
Tenders are hereby invited for Short-term Insurance Broker Services for the period 1 July 2018 to 30 June 2021. 2018-04-24 11:00 T 2018/001
Provision of Automated Culture Media Preparatory for NICD, to National Health Laboratory Services (NHLS), for a period of three years 2018-04-23 11:00 RFB075/ 17- 18
Supply,Deliver and Install air-conditioner (24 Months Contract). 2018-04-26 12:00 ULM-CORP008/18
Re-Advertisement: Provision and Fitting of 500m X 2.1m anti Climb, Antivandal, anti Cut High Security Welded Wire Mesh Fence at Steve Tshwete Municipal Service Centre, Middelburg 2018-04-10 12:00 BS08/03/2018
Repairs and Maintenance Services of Access Control, CCTV System and Electric Fence, to National Health and Laboratory Services (NHLS), Nationally for a period of three (03) years. 2018-04-24 11:00 RFB091/ 17- 18
Two (02) tractor: four wheel drive: 151 - 180kw. 2018-04-24 11:00 S009/ 18
One (01) tractor: crawler: 24 - 26t class 6. 2018-04-24 11:00 S008/ 18
Appointment of service providers to remove household garden refuse in the Mossel Bay Municipal area. 2018-04-26 12:00 TENDER 94-17/18


Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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