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.
Removal of Existing Boundary Fence, Supply and Erect New Clearview (Or Equal – Must Be Approved), Anti-Climb Security Fence, Pedestrian and Drive Gates at Harrismith Campus 2019-03-15 10:00 HAR- FENCE- 2019
Makopong McCarthy’s Rest & Middelputs Border Post: Appointment of a service provider for the maintenance and repairs of building,civil,mechanical, electrical infrastructure and installations for a period of 36 months he requirement of this project is the below: B-BB-EE Level 2019-03-12 11:00 H18/ 033 AI
Makopong McCarthy’s Rest & Middelputs Border Post: Appointment of a service provider for the maintenance and repairs of building,civil,mechanical, electrical infrastructure and installations for a period of 36 months he requirement of this project is the below: B-BB-EE Level 2019-03-12 11:00 H18/ 033 AI
Request for the Establishment of a two (2) Year Contract for Licensing, Maintenance And Support For Symantec Products For The South African Police Service (SAPS) 2019-03-01 11:00 RFB 1889/ 2018
Request for the Establishment of a Two (2) Year Contract for Licensing, Maintenance and Support for Veritas Products for the South African Police Service (SAPS) 2019-03-01 11:00 RFB 1888/ 2018
Procurement of Uniforms & Personal Protective clothing for SITA Facilities Management & Logistics Department for a period of two (2) years 2019-03-08 11:00 RFB 1891/ 2018
Supply and Delivery of Footwear and Leather Products to the State. 2019-03-15 11:00 RT59- 2019
Supply and Delivery of Clothing to the State 2019-03-15 11:00 RT64- 2019
Supply of Trend Micro Licenses for the Office of the Premier (North West Province) which includes maintenance and support for a period of thirty six (36) months 2019-03-08 11:00 RFB1791/ 2018
SAP System Support and Training for Magalies Water 2019-03-08 11:00 RFB 1796/ 2018
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route N11 from Mookgopong municipal border through Marble Hall to Elias Motsoaledi municipal border, R573 from Dr JS Moroka municipal border to Marble Hall, R579 from Elias Motsoaledi municipal border through Nebo to Lepelle-Nkumpi municipal border 2019-03-07 14:00 NRA X.002- 100- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Road R33 from Modimolle Municipal border to Lephalale, R520 from the R510 intersection to Modimolle Municipal Border and R510 from Lephalale to Thabazimbi Municipal border. 2019-03-07 14:00 NRA X.002- 084- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route R81 from Polokwane Municipal boundary to Molemole Municipal boundary R521 from Polokwane Municipal boundary to Molemole Municipal boundary R36 from Greater Letaba Municipal boundary to Molemole Municipal boundary and N1-28X from Polokwane Municipal boundary to Molemole Municipal boundary 2019-03-14 14:00 NRA X.002- 079- 2019/ 1F (NONTOLL) &
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route R36 from Maruleng Municipal Boundary to Greater Letaba Municipal Boundary R71 from Polokwane Municipal Boundary to Ba-Phalaborwa Municipal Boundary and R529 from Letsitele to Greater Giyani Municipal Boundary 2019-03-14 14:00 NRA X.002- 095- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route R81 from Molemole Municipal boundary to Giyani R578 from Collins Chabane Municipal boundary to Giyani R529 from Greater Giyani Municipal Boundary to Giyani and the R36 from Greater Tzaneen Municipal boundary through Modjadjiskloof to Molemole Municipal boundary. 2019-03-14 14:00 NRA X.002- 094- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of Consulting Engineering Services for the Routine Road Maintenance of National Route N18 from the Naledi Municipal border to the Botswana border post, R49 from Mahikeng to the Ramotshere Moiloa municipal border and R505 from Ditsobotla municipal border to the R49 intersection 2019-03-14 14:00 NRA X.002- 125- 2019/ 1F
The South African National Roads Agency SOC Limited (SANRAL) is soliciting proposals from Service Provider/s that will offer Advertising and Marketing Services 2019-03-11 14:00 NRA 66110/ 1007/ 2019/ 02
The South African National Roads Agency SOC Limited (SANRAL) is soliciting proposals from Service Provider/s that will offer the following communications, public relations, content generation and design and layout services for its Toll and Non-toll network. 2019-03-08 14:00 NRA 66130/ 1007/ 2019/ 02
Provision of Leadership Development and Coaching Services at Sanas for a Period of Twelve (12) Months 2019-03-08 11:00 SANAS/ LDCS/ 2018- 19/ 04
Request For Quotation For Cloud Disaster Recovery Solution 2019-02-22 11:00 RFQ/ SANAS/ CDR/ 2018/ 01

Pages

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... Read More
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