Issue Date: 
Thursday, October 31, 2019

How do I pass the functionality / technical criteria evaluation?

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

Here are 10 tips on how to pass the Functionality test:

  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 it is a focussed marketing opportunity.  You get the opportunity to focus your marketing one specific buyer who is in desperate need of procuring goods and / or services such as what you are offering.  Ensure to 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 does not 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 of.
  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 in your tender response.
  5. Use the exact same format that the tender document uses in your response on Functionality.  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 in the tender document.  Do not swap items around.  You want to make it as easy as possible for the Evaluation Committee to find what they are looking for.
  7. Do not over sell your business.  This might seem weird saying this, 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 at the wrong time 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.  Heck, even your car has a screen it these days!  Ensure that your tender response, especially when it comes to Functionality, has some photos in it.  Put photos in of your product as well as photos of your Enterprises’ people.  If you use machinery in your business, then showing it of is always a clever idea.  At the end of the day the photos that you put into your tender respond must add value to your tender response.  Obviously, the photos must 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 execute the tender.
  10. Finally, you must remember that your tender response is going be evaluated by a person such as you and me.  Also remember that your tender response is not going 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.

To learn more about this and many other tender conditions attend our “Become a Tender Expert” 2-Day workshops presented in Johannesburg, Pretoria, Durban, Port Elizabeth, and Cape Town.  Book and pay online at https://howtotender.co.za/tender-expert-form/

Contact us at wernervr@howtotender.co.za should you require more information.

You can also purchase a Tender Manual (Handbook) on our website https://howtotender.co.za/ which is a step by step guide how to respond to a South African Tender.  It includes examples of completed SBD forms.

Title Closing Date Tender No.
Supply, deliver and offload new tractors and implements at Ethekwini and Ilembe District Offices 2020-07-30 11:00 DARD10/ 20A
Appointment of service provider to oversee the implementation of four (04) Agri-hubs in KwaZulu Natal Province. 2020-07-30 11:00 DARD09/ 20A
For the supply and delivery of frozen vegetable products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 306/ 2020
For the supply and delivery of frozen fish products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 305/ 2020
For the supply and delivery of fresh vegetable products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 307/ 2020
For the supply and delivery of fresh meat products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 302/ 2020
Supply, Install and Configure Mainframe Print Management Software, including Maintenance and Support to SITA for a period of three (3) years 2020-07-31 11:00 RFB 2170- 2020
Supply and Delivery of Laptops 2020-07-31 11:00 RFT- 2- 2020/ 21
Appointment of a service provider or independent ICT consultants for the provision of outsourced ICT management services for a period of 3 years 2020-08-07 11:00 EWSETA/RFP/14/2020
The appointment of a reputable stationery supplier to supply and deliver stationery for a period of three (03) years (36 months) to all SITA office country wide 2020-07-31 11:00 RFB 2149/ 2020
Provision of Security Services at Department of Public Works, Southern Regional Office,10-18 Prince Alfred Street extension, Pietermaritzburg, for the period of 24 months 2020-08-12 11:00 ZNT 2956W
Supply, delivery, end-user training, demonstration, installation & commissioning of a mobile x-ray c-arm flat panel used for complex orthopaedic trauma surgery: Dr Pixley Ka Seme Memorial Hospital: ONCE-OFF 2020-08-03 11:00 ZNB 9803/ 2020- H
Appointment of a service provider for the supply, delivery and offloading of pharmaceuticals. 2020-07-15 10:00 Q01-2020 21
Request for bid for the appointment of a service provider for implementation, support and maintenance of the ICT network switching infrastructure 2020-07-29 11:00 SADPMR13/2020
Appointment of a service provider for the supply, delivery and offloading of intravenous fluids. 2020-07-15 10:00 Q02-2020 21
Appointment of a service provider for the supply and deliver of masks 2020-07-20 09:00 RLM/DRT/0097/2019/20
Market research analysis for PRASA house 2020-07-14 14:00 RFQ01/0607/2020
Panel of legal firms for the period of 36 months to be appointed as and when required 2020-08-11 12:00 G/G/M/6108/001/2021
Provision of Comprehensive Events Management Services For Transnet SOC Ltd (REG. NO. 1990/000900) Operating as Transnet Port Terminals (hereinafter referred to as “TPT”) For Head Office and all TPT Terminals For a Period of Two Years 2020-08-25 10:00 iCLM HQ 421/TPT
Supply and delivery of clinic medication (purchasing agreement for 36 months-on an as and when basis 2020-07-17 10:00 OPS 19/20-039-04

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