Issue Date: 
Monday, July 3, 2017

Functionality and Tenders

In all competitive bids/tenders you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids/tenders as follows:

  •  The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points is usually set, but this can be higher or lower, depending on the Organ of State.
  • All tender responses achieving less than the set threshold will be declared non-responsive and will not qualify to be evaluated on B-BBEE and Price.

Functionality includes the following main points:

  • Track record and experience;
  • Recourses;
  • Technology;
  • Operational fit;

In your tender response, it is always important to stipulate the following when it comes to your track record and experience:

  • How many years of experience does your company/enterprise have with the goods and/or services you provide?
    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 significant period of time and thus have experience in your field of expertise.
  • Provide contactable references and a proven track record of the goods and/or services.
  • It is always good to provide references in your response, even if it is just one reference. Refences show that you can be trusted, and how better to evaluate your experience than by contacting your references. Remember to be honest in your response as the Organ of State is sure to contact your references.
  • Provide information on your success rate.
  • This is overstating the obvious, but it is good to tell them about previous tenders that were awarded to you, and how successfully you completed them.
  • What is the nature of goods and/or services your company supplies?
    It is imperative that you supply the goods and/or services that the tender asks for. If you do not supply the exact goods and/or services that the tender asks for, you may be disqualified.
  • Provide details of your monthly volume and rand value of goods and/or services you supply to your existing clients.
    This again shows your experience, even if the volumes are small, you still supply the goods and that means experience.
  • Is there any other information you deem relevant to your proposal? If yes, provide details. This is especially important when you can add value to the goods and/or services that the Organ of State requires.

It is very important to elaborate as much as possible on Functionality, in your response. In meeting the Functionality criteria of any tender, you will be sure to advance to the next phase of evaluation.

If you want to learn more about Functionality and how it works be sure to attend one of our How-to-Tender workshops that HowToTender present across South Africa. Please visit our website at www.how2tender.com to find out more or email Werner at werner@how2tender.com.

This article was written by Werner van Rooyen, Director of HowToTender which specializes in tender consulting and tender training.

Title Closing Date Tender No.
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
The Madikwe River Lodge is calling for proposals from reputable tourism agencies to provide marketing and sales services to the resort. 2019-03-20 13:00 MRL001/19
Organised supply and delivery of reagents for the analysis of Chemical Oxygen Demand and Free Chlorine at BCMM municipal laboratory 2019-02-22 12:00 RFQ/DSS/2018-19/364
Operation of an electrical control centre and fault centre in Buffalo City Metropolitan Municipality for a period of three years 2019-03-19 12:00 ED: 405
Re-advertisement: TD-01/06/18: Provision of tyres and tyre associated service items, including new and re-treaded replacement tyres, puncture repairs, fitment, wheel balancing, wheel alignment, wheel rotation and emergency call out to attend to tyre breakdowns for a period of three years 2019-02-22 11:00 TD-01/06/18
Tender for heritage study: De Rust, Dysselsdorp & Oudtshoorn 2019-03-25 12:00 TD-01/02/19
Provision and administration of an electricity and water prepayment vending system for a contract period ending 30 June 2022 2019-03-25 11:00 TD-05/02/19
Supply, delivery, assembly and installation of various items of furniture and accessories for Thusong Centre in Motherwell. 2019-02-28 11:00 SCM/19-97/G
Expression of interest for the supply and delivery of PPE. 2019-03-14 11:00 SCM/19-139/G
Document: Archiving: Learners and Drivers licences. 2019-03-14 11:00 SCM/19-114/S
Standards of Generally Recognised Acccounting Practices (GRAP) financial reporting training service provider for a two year period 2019-02-28 12:00 SAICA0032019
Provision of Security Services at Various ECDC Owned Premises for thirty Six months (3 years) 2019-03-11 12:00 ECDC/ELN/108/012019
Supply and delivery of Road Construction Material for Taweni Access road 2019-03-11 12:00 IHLM/87/01/2018-19/TS

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10 things to remember when you tender

By Werner van Rooyen

31 January 2019

There are many things that you as a small business owner must remember when you respond to a tender and sometimes responding to a tender can be overwhelming. Experience has taught me that there are some important things to remember when responding to a Tender and there are some less important things to remember when responding to a Tender.

Here are ten of the important things to remember when responding to a Tender. Please remember that all ten of these items mention here are equal... Read More

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