Issue Date: 
Wednesday, October 30, 2019

Evaluation of Functionality and Technical criteria

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

The tender processes in South Africa are governed by:

  • The Preferential Procurement Policy Framework Act;
  • Preferential Procurement Regulations, 2017;
  • National Treasury’s Supply Chain Regulations;
  • General Procurement Guidelines.

According to these Acts and Regulations, Competitive Bids – as tenders are legally called in South Africa – tenders in South Africa are measured on Functionality.

The Functionality test evaluate bidders on various aspects of the contract to establish if the bidder has the capabilities to execute the contract or not.  If an Enterprise’s tender response does not pass the Functionality test, it cannot be measured on Price and B-BBEE.   Enterprises that respond to tenders must ensure that they will pass the Functionality test to advance.

During the functionality test the bidder must score a set minimum number of points out of 100.After the Preferential Procurement Regulations 2017, and specifically paragraph three, were implemented it makes tenders much more transparent.  Previously it had been a struggle to determine how many points one can score on specific functionality criteria.

A threshold of 75 out of the 100 is usually set, but this can be higher or lower, depending on the Organ of State.  Only those bidders that reach the minimum threshold, which can be anything between 60 and 90 points out of a possible 100 points, will advance to the next phase, namely the Preference Points Scoring system (Price and B-BBEE).  All tenders achieving less than the set threshold will be declared non-responsive and will not qualify to be evaluated on B-BBEE and Price.

Each Functionality criteria that will be evaluated, will have a weighting in points.  The weighting of each functionality criteria will be dependent on the importance of the criteria in the contract.  Most functionality criteria include:

  • Track record and Experience: The Procuring Entity – either Public or Private Sector – wants to know how many years’ experience the bidders have in executing similar contracts providing the goods and/or services you are proposing.  The more experience you have the better.  This indicates to the Organ of State that you have been providing the goods and/or services for a period and that you are experienced in your field of expertise.
  • Recourses: Human Resources: The bidder must indicate if it has the human workforce, with the necessary experience and expertise to successfully comply with the requirements of the contract;
  • Financial capabilities: Procuring Entities are hesitant to award a contract to anyone who does not have the required capital available to successfully execute the contract.
  • Technology: Do you have the necessary systems, for instance machinery/vehicles/software to execute the contract
  • Usually the Procuring Entity will require other Functionality criteria that are specific to the goods or services that they want to procure.  For example: if the Procuring Entity needs a construction company, the bidder will have to be registered with the Construction Industry Development Board or CIBD for short.  If the bidder is not registered with the CIBD then the bid response will be marked as non-responsive.
  • Can you add value to the goods and/or services that the Organ of State require?  Is there any other information you deem relevant to your proposal?  If yes, provide details.  If you, for example, are selling tables and you offer a table made from wood and steel, it would be better than another supplier that offers plastic tables.  Obviously, your tables would be of a higher quality.

It is especially important to elaborate as much as possible on the technical criteria of your response.  In meeting the technical criteria of any tender, you will be ensured that your enterprise advances to the next phase of evaluation.

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 https://howtotender.co.za/tender-expert-form/

Contact us at wernervr@howtotender.co.za should you require more information.

You can also purchase a Tender Manual (Handbook) on our website https://howtotender.co.za/ which is a step by step guide how to respond to a South African Tender.  It includes examples of completed SBD forms.

Title Closing Date Tender No.
Request for Quotation: For the supply and delivery of food supplies for UNHCR’s Osire Refugee Settlement in Namibia 2020-09-29 17:00 020/HCR/SAMCO/SUP/023
Supply of materials to repair a fence, Supply of a power pack, Repair and calibrate a Breaker Test Machine 2020-10-01 11:00 OLT1224594
Supply and delivery of Personal Protective Equipment 2020-10-01 10:00 BLE RME 3982/2020
The supply, delivery and the administrative support services of a fine collection system and camera equipment with the related operational support for the period 1 February 2021 to 30 June 2023 2020-10-30 12:00 T28.20.21
The appointment of a panel of service providers for the rental of plant, vehicles and equipment for various ERWAT sites on ‘as and when required’ basis for a period of thirty six (36) months 2020-10-23 12:00 ERW202005/TNDR-003
The supply and delivery of electrical spares for all plants for a period of thirty six (36) months 2020-10-23 12:00 ERW201909/TNDR-002
Extension and upgrading of the UHF Radio network of Swartland Municipality 2020-10-16 12:00 T29.20.21
Supply and delivery of straight headed pins, counterweight pulley wire counterweight pulley wheel, vandal proof long rod insulator, section insulator 25 kv AC 107mmsq and catenary suspension clamps to Transnet Freight Rail Infra National Depot, Millsite Krugersdorp. 2020-10-06 10:00 RFQ CRAC-KGG-33613.
Appointment of a Service Provider for Media Buying for a Period of Two Months 2020-09-30 18:00 RFQ/CMS/SHR/030920
For the Provision of Office cleaning and deep cleaning services at Transnet Engineering, Koedoespoort Region Outside depots for a period of 3 years. 2020-10-20 10:00 TE20-KDS-8GH-13365
Supply and delivery of disposable refuse bags (bin liners) 2020-10-09 12:00 A052-2019/20
Independent road safety audit services for the improvement of pedestrian facilities on National Route 5, section 3 from km 34.0 to Paul Roux (km 37.0) 2020-10-09 11:00 SANRAL C.004-029-2018/SS2
Appointment of a services provider for the renewal of various (software) licence, for a period of three years, from date of appointment. 2020-10-23 12:00 MM012 OF 2020
Data network devices and services 2020-10-21 10:00 92G/2020/21
Supply and Delivery of 5 Laptops and 10 All in One Computers 2020-10-02 10:00 CS(LIS)19/09/2021
Appointment of Suitably Qualified ,Registered Security Companies on a panel of security Service Providers on " As and when Basis" For a period of Three Years (03) By the Department of Public Works and Infrastructure 2020-10-08 11:00 DPWFS RFP 002/2020
Appointment of Suitably Qualified ,Registered Security Companies on a panel of security Service Providers on " As and when Basis" For a period of Three Years (03) By the Department of Public Works and Infrastructure 2020-10-08 11:00 DPWFS RFP 002/2020
Provision of Office, Mess and Ablution Cleaning, supply and service Sanitary bins at various TFR Building –George, Voorbaai, Mosselbay and Oudtshoorn for a period of 24 months 2020-10-13 10:00 PTH/54808
Provision/supply of door to door courier services for Transnet Freight Rail an “as and when” required basis for a period of 3 years nationally. 2020-09-29 10:00 RFP HOAC-HO-33455.
The supply and delivery of four (4) new LDV’s 2020-10-16 12:00 HES-TECH 09/2021

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