Issue Date: 
Monday, June 30, 2014

Composition of Tender documents

By Werner van Rooyen

www.how2tender.com

30 June 2014

I had the privilege to respond to a Request for Proposal document last week. The Request for Proposal was for a State Owned Company. One thing that has bothered me frequently is how bad Tender and Request for Proposal documents are compiled. This Request for Proposal that I did last week was no exception.

I sometimes get the idea that the people (or person) that compiles these tender documents do not know exactly how to do it. Sometimes it seems like they had copy and paste a previous document that is more or less the same as their tender. The reason I`m saying this is because there are forms in the Tender document that is not at all applicable to the Tender that one has to respond to. This is confusing for the Responder. You as the Responder to the Tender is already nervous and unsure and putting unnecessary forms into the tender document are not helping ones` cause.

Another obvious mistake that I have come across is where the Organ of State request normal BEE information and not B-BBEE information. What is the difference you ask? It is where they ask the Responder to state the Equity Ownership of the Enterprise that is responding to the tender. They also neglect to ask for your B-BBEE certificate. In 2007 the new Broad-Based Black Economic Empowerment Act came into effect whereby an Enterprise is measured according its B-BBEE scorecard. Before the B-BBEE Act, Enterprises were measured on there Equity Ownership - the more equity black people had in an Enterprise, the more likely it was to win a tender. Because of the unfairness of this the Government changed Black Economic Empowerment to Broad-Based Black Economic Empowerment.

If you respond to a tender and you get these types of tender documents that are not compiled correctly I suggest the following:

  • Where you have to respond to forms that are not applicable to your business or to the product that you are bidding for, just draw a line through the document and say NOT APPLICABLE. A good example of this is the Standard Bidding Document 5 which deals with the National Industrial Participation Programme. The chances are very little that your SMME is going to have to comply with this form.
  • When you respond to a Tender or Request for Proposal you always attach your current B-BBEE certificate or your EME Letter form your Auditor. If the Tender Document requests any Equity figures I suggest you draw a line through it and refer the reader to your B-BBEE certificate.

If you have any other questions regarding the completion of Tender Documents go to our website at www.how2tender.com. There you will find all the necessary information, guidelines and documents you will need to respond to a tender correctly and accurately.

Until the next time - happy tendering.

Title Closing Date Tender No.
Request for sector development and implementation plan to support sustainable veterinary pharmaceutical industry development in South Africa 2019-03-11 12:00 T02/02/19
Department of Science and Technology: Appointment of a service provider to pilot Bio-cultural Community Protocol in Mpumalanga Province 2019-03-04 13:00 RFQ-0000063
Invitation for project tenders (Phase 1): The Uniting Reformed Church Atteridgeville - Alterations and additions to existing church buildings on Erf 1088 no. 19 Matseke Street 2019-03-12 12:00 No reference supplied
Insurance for Msukaligwa Local Municipality for a period of three (3) years. 2019-03-18 11:00 8/3 27/2018
Maintenance of highmast lights: as and when required for the period ending 30 June 2019. 2019-03-18 11:00 8/3 26/2018
Repairing of open kiosk/mini-sub/ pole mounted transformers: as and when required for the period ending 30 June 2019. 2019-03-18 11:00 8/3 25/2018
Service provider that specializes on 11kv substation protection scheme for the following substations: 11kv main substation_13 panels Wesselton main substation_7 panels Kwazanele main substation_4 panels Breyten main_3 panels 2019-03-18 11:00 8/3 24/2018
Repairs and servicing of emergency vehicles in the municipal fire and rescue fleet for a period of three (3) years commencing 1 February 2019 to 28 February 2022. 2019-03-18 11:00 8/3 23/2018
Replacement of copper overhead lines: as and when required for the period ending 30 June 2019. 2019-03-13 11:00 8/3 22/2018
Provision of an electronic document management system at GMM for 36 months 2019-03-15 12:00 8/3/1-05/2019
Upgrading of the Rooikoppen Sewer 2019-03-08 12:00 DTS 11/2018/2019
Supply, delivery of material to site, installation and commissioning of energy efficient lighting for high masts within Lekwa Local Municipality 2019-03-08 12:00 DTS 10/2018/2019
Construction of Workshop at Jouberton Campus 2019-03-01 11:00 No reference number
Department of Science and Technology Illumination Assessment 2018-2019 2019-03-04 13:00 RFQ-0000062
Provision of security services 2019-02-28 12:30 08/2/16/57
Panel of two (2) Service providers for Supply and delivery of protective clothing for a period of 36 months(as and when required) 2019-03-01 11:00 LNM071/2018/19
Printing and folding of municipal monthly statements for a period of 36 months 2019-03-01 11:00 LNM067/2018/19
Supply and delivery of ICT equipment 2019-02-26 11:00 LNM050/2018/19
Professional Service provider for licensing of municipal borrow Pits 2019-02-26 11:00 LNM056/2018/19
Professional Service provider for review of environment management plan 2019-02-26 11:00 LNM055/2018/19

Pages

Tender Knowledge

By Werner van Rooyen

www.howtotender.co.za

31 January 2019

Sometimes I am surprised at how little business people in South Africa know about Tenders and the Tender Process. Simple things like terminology and general tender information are difficult for people to comprehend not to mention the Standard Bidding Documents and Tender Pricing.

Unbelievably there are still Entrepreneurs that thinks to respond to tenders are an actual business? You will find that these Entrepreneurs would... Read More

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