Issue Date: 
Monday, May 23, 2016

Functionality in Tenders Part 2 - 10 Tips

Tenders in South Africa are measured on three principles, namely Functionality, Price and Broad-Based Black Economic Empowerment (B-BBEE). An Enterprise's ability to execute a contract is measured through the Functionality Principal in the Tender Environment. If an Enterprise's tender response does not pass the Functionality test it can't be measured on Price and B-BBEE. Enterprises that respond to tenders must ensure that they will pass the Functionality test in order to advance.
But how do you ensure that your tender response will pass the Functionality test? Here are 10 tips on how to do that:

  1. You must realize that the Functionality test in a tender is nothing else but the section where you advertise your goods and / or services. Responding to tenders is a focussed marketing opportunity where you get to advertise your product/service to one specific buyer who is in desperate need of it. Ensure you make the most of it!
  2. You earn points during the Functionality test. Before you start responding to tenders go to the Functionality section. Scan the criteria to see if you will earn enough points to go through to the next round of evaluation. It doesn't make sense to waste time and money on a tender response if you are not going to pass the Functionality test.
  3. Ensure that you respond to a tender that is related to the business you are in. You will not be successful in bidding for something that you have no experience in.
  4. Use the exact phrasing or wording in your tender response that is used in the tender document. This makes it easier for the Evaluation Committee to find what they are looking for.
  5. Use the exact same format that the tender document uses in your response. If the Functionality in the tender document is in a table then try and use a table as well in your response.
  6. Your items under Functionality must be in the same order as that of the tender document. Don't swap items around. You want to make it as easy as possible for the Evaluation Committee to find what they are looking for.
  7. Don't over sell your business. This might seem strange but many Enterprises have a range of goods and / or services that they sell. Evaluation Committees are only interested in the goods and / or services that they want to procure. Giving them too much information might prevent them from finding the right information.
  8. Be visual! In today's world everything is about visual effects. We look at mobile screens, computer screens and big screen televisions. Even your car has a screen it these days! Ensure that your tender response, especially when it comes to Functionality, has some photos of your product as well as of your Enterprises' staff. If you use machinery in your business then showing it is always a good idea. Remember,  the photos that you put into your tender respond must add value to your tender response and obviously be relevant to the tender requirements.
  9. Be honest in your functionality response. Remember that a tender is binding and if you cannot execute the contract you might find yourself in legal battles if you have won the tender but you cannot deliver.
  10. Finally you must remember that your tender response is going be evaluated by a person like you and me.  It is also unlikely to be the only tender response to that specific tender. So make it easy for the people on the Evaluation Committee to find and score your Functionality items.

If you follow these tips and tricks you will have a better chance in be successful at bidding.

Educating yourself and get proper training in the art of responding to quotations by attending a training session such as the How-to-Tender workshop (www.how2tender.com).

Earn to learn!

Title Closing Date Tender No.
Tenders are invited to provide Lumion Essentials Training 2017-12-04 11:00 CSQ11171189
Supply: Gloves 2017-11-29 10:00 GA1180192A
Tenders are invited to provide Revit Advanced Training 2017-12-04 11:00 CSQ11171189
Tenders are invited to provide Revit Intermediate Training 2017-12-04 11:00 CSQ11171189
Supply 20 each x harness; weedeater 2017-11-28 10:00 GA1180193A
Tenders are invited to provide Revit Essentials Training 2017-12-04 11:00 CSQ11171189
Supply: Plants 2017-11-28 16:00 GC11800356
Bidders are invited to provide training for Intermediate Leadership Programme 2017-12-04 11:00 CSQ11171187
Bidders are invited to Repair Scrubber Machine for Fresh produce market Scope of Work 2017-12-04 11:00 CSQ11171187
Supply Klorman Cartridges for Water Purifying 2017-11-28 16:00 GC11800357
Manufacture, Supply and Commissioning of an Inkjet Printing System to Upgrade an Existing Wide Web Printing Press at the Government Printing Works. 2018-01-15 11:00 GPW- M 361
Appointment of a service provider to render hygiene services for the Department of Rural Development and Land Reform: Office of the Chief Registrar of Deeds, Deeds Registry Pretoria, Chief Surveyor General and Surveyor General for a period of 36 months 2017-12-15 11:00 DRDLR (CRD- 08) 2017/ 18
Supply and print ambulance return books x 600 units 2017-12-01 11:00 ZNQ 459/ 17/ 18
Supply and Deliver Bark Chips to City Parks Depot , Sacks Circle Drive Bellville South. 2017-11-28 16:00 GC11800358
Stationery items 2017-12-01 11:00 ZNQ 130 / 2017/ 2018
Appointment of a service provider to render Security Services in Klerksdorp Regional Office for a period of 24 months 2018-01-05 11:00 DMR/ 018/ 2017/ 18
Appointment of three service providers to supply and deliver fresh fruit as and when required over a period of twenty four months (24) . 2017-12-15 11:00 NRFNZG- 027- 2017/ 18
Supply carbolic soap 2017-11-28 16:00 GC11800360
Appointment of a service provider to render Security Services in Rustenburg Regional Office for a period of 24 months 2018-01-05 11:00 DMR/ 019/ 2017/ 18
Appointment of two service providers to supply and deliver fresh and processed vegetables as and when required over a period of one (1) year 2017-12-15 11:00 NRFNZG- 028- 2017/ 18

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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... Read More
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