Issue Date: 
Monday, May 9, 2016

Briefing sessions, Site Meetings & Information Sessions

If you have ever responded to a request for quotation or a competitive bid you will have encountered a Briefing Session, Site Meeting or Information Session. These are meetings that are held before the quotation or a competitive bid (tender) is due.

Most of the time these sessions is compulsory and not attending it can and might most probably lead to your tender response being disqualified.

Here are a number of things that you must remember or do when you attend one of these sessions:

1.    Be on time - in the old days you could arrive an hour late and you would still be allowed to enter the session. They lock the doors - you won't be able to get in. The cut-off time is usually stated in the tender document or in the tender advertisement.
2.    Sign the attendance register - remember to sign the attendance register in the name of the company that you are going to respond in. Many people have multiple companies. Ensure that you use the correct name. When attending the session and you know you are going into a Joint Venture to the tender then use the Joint Venture's name.
3.    Buy the tender document - If you have to purchase the tender document beforehand - especially at municipalities - go at least an hour before the sessions starts. Remember that you are not going to be the only person attending the session and there will most probably be other people queuing to buy the document as well. This might cause you to be late and not be able to attend the session.
4.    Ask questions - the information session is the time to ask questions. You will not get a better opportunity to ask questions. Quickly scan the scope of the tender as well as other requirements and ensure you know exactly what is required from you by asking questions during the session.
5.    Check out your competition - this is the time to see what your chances of winning the tender are. If there are only three or four attendees at the session then you know you are in with a chance but if there are three hundred attendees you know it is going to be tough to win the tender.
6.    If you are going to respond using a Joint Venture partner or a subcontractor it might be a good idea to take them along to the session. Let them get the information first hand as second hand information is usually not good information.
7.    Evaluate the opportunity - sometimes tender descriptions are vague. You might think that the tender opportunity is for you but once you have attended the session you might think twice in responding to the tender. Responding to tenders is time consuming and there is always a cost involved. Evaluate the situation and determine if it is for you or not.
8.    Last but not least we always recommend that the person or persons that are going to be responsible for responding to the tender must attend the Briefing session. Important information is shared at these sessions. If you are not there your tender response might be non-responsive because of information that you did not provide. Don't send your driver or secretary to attend. We have attended information sessions where the closing time and/or the closing time have been changed and there were no other communication regarding the chance of closing times. 

If you follow these guidelines your chances of being awarded a tender will increase tremendously. 

To learn more about this and many other tender conditions please attend one of our How-to-Tender workshops. 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.
ZNTD 04062W: WIMS 064026: Kwazulu-Natal: Department of Education: Hillcrest: Khabazela High School: Water and Sanitation: Phase 3. 2019-06-21 11:00 ZNTD 04062W
Kwazulu-Natal: Department of Education: Esiphukwini Junior Primary School: Water and Sanitation: Phase 3. 2019-06-20 11:00 ZNTD 03844W
Kwazulu-Natal: Department of Education: Tongaat: Manaba Secondary School: Water and Sanitation: Phase 3. 2019-06-21 11:00 ZNTD 03939W
Kwazulu-Natal: Department of Education: Mandeni Primary School: Storm Damage Disaster programme: Phase 16 2019-06-24 11:00 ZNTD 04499W
ZNTD 03908W: WIMS 063648: Kwazulu-Natal: Department of Education: Shangase Village: Kwashangase Primary School: Water and Sanitation: Phase 3. 2019-06-20 11:00 ZNTD 03908W
ZNTD 03861W: WIMS 063906: Kwazulu-Natal: Department of Education: Stanger: Mazisi Ntuli Primary School: Water and Sanitation: Phase 3 2019-06-20 11:00 ZNTD 03861W
Tenders are hereby invited for the provision of Hygiene Services for a period of three(3) years. 2019-06-03 11:00 WCC- HYGIENE- 2019
ZNTD 03826W: WIMS 063740: Kwazulu-Natal: Department of Education: Inanda: Inanda Senior Primary School: Water and Sanitation: Phase 3. 2019-06-20 11:00 ZNTD 03826W
Tenders are hereby invited for the supply & delivery of electrical hand tools. 2019-06-03 11:00 WCC- ELECTRIC HAND TOOLS-2019
ZNTD 03865W: WIMS 063907: Kwazulu-Natal: Department of Education: Stanger: Ndleleni Primary School: Water and Sanitation: Phase 3 2019-06-21 11:00 ZNTD 03865W
Tenders are hereby invited for the supply and delivery of vehicles. 2019-05-27 11:00 WCC- NV- 2019
ZNTD 03866W: WIMS 063947: Kwazulu-Natal: Department of Education: Stanger: Mnawe Junior Primary School: Water and Sanitation: Phase 3. 2019-06-20 11:00 ZNTD 03866W
Tenders are hereby invited for the supply, delivery, installation & commission of fitting & turning machines 2019-06-03 11:00 WCC- FIT & TURN MACHINES- 2019
Tenders are hereby invited for the supply, delivery, installation & commission of fitting & turning machines 2019-06-03 11:00 WCC- FIT & TURN MACHINES- 2019
ZNTD 03910W: WIMS 063652: Kwazulu-Natal: Department of Education: KwaDukuza: Embuyeni Primary School:Water and Sanitation: Phase 3 2019-06-21 11:00 ZNTD 03910W
ZNTD 03832W: WIMS 063756: Kwazulu-Natal: Department of Education: Stanger: Ndukende Secondary School: Water and Sanitation: Phase 3 2019-06-21 11:00 ZNTD 03832W
ZNTD 03885W: WIMS 063662: Kwazulu-Natal: Department of Education: Ndwedwe: Nhlangakazi Primary School: Water and Sanitation: Phase 3 2019-06-21 11:00 ZNTD 03885W
ZNTD 04522W: WIMS 068948: Kwazulu-Natal: Department of Education: Inanda: Nyoni Primary School: Storm Damage Disaster programme: Phase 16 2019-06-24 11:00 ZNTD 04522W
ZNTD 03872W: WIMS 063741: Kwazulu-Natal: Department of Education: Durban: Shembe Primary School: Water and Sanitation: Phase 3 2019-06-20 11:00 ZNTD 03872W
ZNTD 04106W: WIMS 065337: Kwazulu-Natal: Department of Education: Dalton: Qalakahle High School: Water and Sanitation: Phase 3. 2019-06-20 11:00 ZNTD 04106W

Pages

Extension of validity period

By Werner van Rooyen

www.howtotender.co.za

31 January 2019

Those of you who are familiar with responding to tenders will know that it is common practice for procuring entities to extend the bid price validity period. We received the undermentioned queries regarding the extension of the validity period of the bid price.

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