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.
Invitation to tender for lease of Eskom owned residential properties located in the Eastern Cape Kouga Municipal district 2021-10-18 10:00 IRP308
Appointment of a Service Provider to perform actuarial valuations, build and transfer actuarial model for a period 36 months. 2021-10-25 11:00 TCF 16 2021/22
Provision for deep cleaning services for a period of 12 months 2021-09-30 13:00 EWSETA/RFQ/054/2021
Appointment of a suitable service provider for the supply and delivery of 129 laptop computers for the Free State Community Education and Training College 2021-10-25 11:00 RFT02/2021
Supply And Delivery Of Asphalt Bags 2021-10-29 12:00 TDR225/2021/2022
Supply And Delivery Of Butterfly And Dual Plate Check Valves 2021-10-29 12:00 TDR231/2021/2022
Fiber Connectivity For Internet Bandwith And Mpls Vpn Service Connection For The Joint Operations And Disaster Management Centre 2021-10-29 12:00 TDR242/2021/2022
Painting of The Multimedia Filters at The Mossel Bay Desalination Plant 2021-10-22 12:00 TDR244/2021/2022
Leasing Of The Tolhuis Together With The Adjacent Building On A Portion Of Erf 1001, Ceres 2021-10-14 12:00 08/2/19/12
Periodic Maintenance, General Repairs And Provision Of Spare Parts For Sweeper 2021-09-30 12:00 08/2/19/03
Provision of internal audit services for a period of 3 years 2021-10-18 11:00 RFP 06/2021
Service Provider Needed For Training Of Bus Operator 2021-09-29 12:00 6/5/2/111/A
Appointment of a service provider for the replacement of prepaid electricity meters with smart prepaid meters and related systems at various blocks of municipal flats located at Entokozweni, Emthonjeni and Emgwenya 2021-10-27 12:00 ELM22/09/01
Ntabankulu Local Municipality is looking for the services of extra law firms qualified to provide legal services inclusive of Civil and Criminal laws litigation, conveyancing services, commercial drafting, and labour matters for thirty-six (36) months. A detailed specification will be attached to the tender document. 2021-10-11 12:00 NLM/CS/PLS/2021/2022
Supply and installation of Software for Capturing and Processing of Traffic Fines for a period of three (03) years 2021-11-05 12:00 MNQ/SCM/29/21-22
Service Provider Needed For Training Of Bulldozer Operator 2021-09-29 12:00 6/5/2/111/B
Service Provider Needed For The Service Of Airconditioners At Various Fire Stations From Date Of Appointment Till 30 June 2022 2021-10-04 12:00 6/5/2/392
Supply, Installation, and commissioning of electromagnetic flowmeters at Ixopo Water Works 2021-10-04 15:00 Q21/807/ZC(A)
Verification Of Electronic Magnetic Flowmeters 2021-10-01 11:00 6/5/2/167/i
Supply and delivery of components to University of the Witwatersrand, Johannesburg 2021-10-08 11:00 iLABS/RFQ 2021/22:135

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Who is the bidder or his or her representative?

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

In Organ of State tenders, the Standard Bidding Document 4 – Declaration of Inters – ask in paragraph 2.1 the following: “Full name of bidder or his or her representative... Read More

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