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.
Request to Supply, Install, Configure and Commission of a transparent LED panel solution including content management for the Durban ICC with three (3) years maintenance and support. 2018-05-14 11:00 RFB 1729/ 2018
Nkomazi Magistrate Court: Cleaning Services for the period of twelve months with an option to renew for another twelve months, measuring 3656 Square Meters 2018-05-11 11:00 NST18/ 009
Request for Information for a Visitors WIFI Access solution at National Parks. 2018-05-18 11:00 GNP- 005- 18
Appointment of service provider to supply and maintenance of a converged voice, video, and Data MPLS network. 2018-05-18 11:00 sefa: 20/ IT/ 2018
Kwamhlanga Magistrate Court: Cleaning Services for the period of twelve months with an option to renew for another twelve months, measuring 3212.58 Square Meters 2018-05-11 11:00 NST18/ 012
Mbibana Magistrate Court: Cleaning Services for the period of twelve months with an option to renew for another twelve months, Measuring 2834 Square Meters. 2018-05-11 11:00 NST18/ 010
Appointment of a panel of external legal attorneys for Small Enterprise Finance Agency (SEFA) for period of three (3) years. 2018-05-18 11:00 sefa: 21/ LEG/ 2018
Repairs and maintenance services of boilers and steam liners - National Health Laboratory Service (NHLS) – Coporate Head Office – Sandringham, for a period of Three (03) Years 2018-05-24 11:00 RFB012/ 18- 19
Repairs and maintenance services of transformers and switchgears - National Health Laboratory Service (NHLS) – Sandringham, Braamfortein and Charlotte Maxeke Campuses for a period of Three (03) Years 2018-05-25 11:00 RFB011/ 18- 19
Upgrade of chiller plant & HVAC systems 2018-05-21 12:00 MTK 01/ 2018
Mkobola Magistrate Court: Gardening Services for the Period of twelve months with an option to renew for another twelve months, measuring 4041 Square Meters 2018-05-11 11:00 NST18/ 014
Request for Tender for the Provision of Water and Sanitation Services to Ohlongeni (EMIS No. 243275) Senior Primary School in Ugu District, KwaZulu-Natal 2018-05-14 12:00 CDC/ 518/ 17
The Safety and Security Sector Education and Training Authority (SASSETA) invites constituent members operating in the safety and security sector to submit applications for Discretionary Grants for the 2nd funding window for the 2018/2019 financial year. 2018-05-14 12:00 RFP/ SASSETA/ 181901
Provision of Security Services for a period of (3) three years 2018-05-11 12:00 UMALUSI (18- 19) T0002
Appointment of a Travel Management Service for the South African Tourism. 2018-05-10 12:00 SAT 127/ 18
Appointment of Panel of Attorneys for PSETA. 2018-05-22 11:00 LPA/ PSETA/ 2018- 04
Provision of Internal Audit Services to the South African Qualifications Authority (SAQA) 2018-05-10 11:00 SAQA 0002/ 18 DFA
Appointment of a reputable service provider for the implementation and support of SharePoint 2016 services at the NRCS for a period of 24 (twenty-four) months. 2018-05-14 11:00 NRCS 004- 2017/ 2018
Appointment of grocery service providers to supply grocery for the HSRC cafeteria for a period of two (2) years. 2018-05-03 11:00 HSRC/ 02/ 2018/ 19
Appointment of a Service Provider to Provide Travel Management Services to Eastern Cape Office of the Premier for the period of 36 months with an option to extend for 12 months 2018-05-09 11:00 SCMU1- 18/ 19- 0001

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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