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 do your company or enterprise has with the goods and/or services you are proposing?

The longer 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 of time and that you are experienced in your field of expertise.

  • Provide contactable references and proven track record of the goods and/or services.

In your response it is always good to provide references, even if it is just one reference. The Organ of State needs to know that you can be trusted and how better to evaluate this 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. Tell them about previous tenders that were awarded to you and how successfully you have completed it.

  • What is the nature of goods and/or services your company supply?

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 will show your experience. Even if you are providing small volumes 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 ensured that your enterprise advances 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 Kunaku Procurement Solutions present across South Africa.

Please visit our website to find out more or email us at info@how2tender.com.

Until the next time – happy tendering.

This article is written by Werner van Rooyen, one of the Directors on Kunaku Procurement Solutions which specialises in tender consulting and tender training.

Title Closing Date Tender No.
Appointment of a Panel to Supply ICT Hardware 2018-07-12 12:00 RFP006/ 2018
Service Theatre Table X 01 2018-06-29 11:00 ZNQ: 8975/ 18 NIEM
Service dental chair at Niemeyer Hospital X 01 KwaZulu-Natal. 2018-06-29 11:00 ZNQ: 8971/ 18 NIEM
C993.02: Reseal of TR75/1 (KM 0.00 to KM 16.50) Holgaten to Oudtshoorn. Designated CIDB Grading: 8CE or higher 2018-07-26 11:00 S048/ 18
Procurement of Human Resource Recruitment & Selection Service (x3) 2018-07-12 12:00 RFP004/ 2018
Inspection, maintenance & repair of the department fleet. 2018-08-19 11:00 ZNB468/ 15T
Supply, Installation and Maintenance of Multi functional Photo Copiers 2018-07-12 12:00 RFP008/ 2018
Appointment of a property management company or an agent to source office accommodation for USAASA for a period of five years in Gauteng. 2018-07-17 11:00 USAASA- OFS/ 04/ 2018
Provision of Legal Services 2018-07-23 11:00 EWSETA008/ 2018
Request for bid for renovation services for the National Health Laboratory Service at Bongani Provincial Hospital, Welkom. 2018-07-16 11:00 RFB 022/ 18/ 19
Terms of Reference for the maintenance of Security Operational Centre for GDED 2018-07-13 11:00 GT/ GDED/ 089/ 2018
Department of Health: RK Khan: Repairs and waterproofing of flat roof over physiotherapy department (contract period: 6 calendar Months). 2018-07-20 11:00 ZNTD 03917W/ WIMS 063046
Department of Public Works: Ethekwini Regional Office-Mayville: Tender Office relocation 2018-07-23 11:00 ZNTD 04435W
Appointment of a service provider to render cleaning and hygiene services for the Department of Rural Development and Land Reform - Mpumalanga Deeds Registry for a period of 24 months. 2018-07-16 11:00 DRDLR (CRD- 10) 2018/ 19
Annual service of Theatre UPS. 2018-07-02 11:00 C23/ 18/ 19
Supply , Installation and Commissioning of Bio-metric system 2018-07-24 11:00 EEC/ T06/ 2018
Appointment of Consultants/Professional Services for designing of plans for the following campuses: 1. Brakpan Campus-classrooms and offices. 2.Springs Campus-classrooms, offices and Hospitality kitchen 2018-07-24 11:00 EEC/ T10/ 2018
Appointment of Service provides to supply, deliver and offload Fertilizer for supplementing. 2018-06-28 11:00 ZNB 4261/ 18A
Appointment of a service provider for the revision of the HDA Business case, organisational design and resourcing framework. 2018-07-16 11:00 HDA/ JHB/ 2018/ 001
Appointment of Consultant/Professional Services for designing of 7 Main Entrances at College delivery sites 2018-07-24 11:00 EEC/ T09/ 2018

Pages

Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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