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.
Supply and Delivery of Bath Linen SANParks for a period of three (03) years with an potion of renew for additional two (02) years. 2018-02-26 11:00 GNP- 031- 17
Supply and Delivery of Cleaning Chemicals for SANParks for a period of Three (03) years with an option to renew for additional Two (02) years. 2018-02-26 11:00 GNP- 032- 17
Supply and Delivery of Bed Linen SANParks for a period of three (03) years with an potion of renew for additional two (02) years. 2018-02-26 11:00 GNP- 030- 17
The Road Accident Fund (RAF) invites an experienced and suitable service provider to supply Dry Goods to the Durban Regional Office for a period of three (3) years. 2018-03-05 11:00 RAF/ 2018/ 00013
Panel of disciplinary experts for chairing of disciplinary proceedings for the Road Accident Fund (RAF) for a period of five (5) years. 2018-02-27 11:00 RAF/ 2018/ 00001
Request for proposals: Appointment of a suitable service provider for lease of office accommodation for the NHBRC in George Western Cape 2018-03-09 11:00 NHBRC 57/ 2017
Request for proposals: Appointment of panel of external auditors for the NHBRC for a period of three(3) years. 2018-03-09 11:00 NHBRC 60/ 2017
Request for proposals: Appointment of service provider for the Actuarial services for NHBRC for a period of three (3) years. 2018-03-09 11:00 NHBRC 59/ 2017
Upgrading of Tunnel Structure - ARC Infruitec Nietvoorbij 2018-02-26 11:00 ARC/ 39/ 12/ 17
Request for proposals for the appointment of a suitable service provider to manufacture corporate and technical uniforms for the NHBRC for a period of 3 years 2018-03-09 11:00 NHBRC 61/ 2017
Upgrading of Pump House Station in Bien Donne Farm - ARC Infruitec Nietvoorbij 2018-02-26 11:00 ARC/ 33/ 12/ 17
Annual Report, Abridged and Multi Media Video Production 2018-02-26 11:00 RFT02 2017_18
Provision of Internal Audit Services for period of 36 months 2018-02-26 11:00 Nedlac 2017/ 18/ 01
Rehabilitation for Asbestos mine: Steelpoort in Limpopo Province 2018-02-27 12:00 MTK12/ 2017
Rehabilitation for Asbestos mine: Msauli in Mpumalanga Province 2018-02-26 12:00 MTK11/ 2017
Provision for website revamp for Legal Aid South Africa including support and maintenance for a period of one year. 2018-02-26 11:00 47/ 2017
Biopark Phase 3 for addition and modify tender 2018-03-20 11:30 GEP002- BIOPARKPHASE3/ 18
Provision for Third Party Application to Manage Microsoft Active Directory including support and maintenance for twelve months, for their Legal Aid SA domain. 2018-02-26 11:00 46/ 2017
Supply and Delivery of Wet Rations to the Department of Defence (Johannesburg Area) for a Period of Three (03) Years 2018-02-27 11:00 CPSC- B- PC- 037- 2017
Supply and delivery of Male and Female Condoms and Lubricant to the state for the Period 1 July 2018 To 30 June 2021 2018-02-26 11:00 RT75- 2018

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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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