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.
The South African National Roads Agency SOC Limied (SANRAL) invites tenders for the provision of OFFICE FACILITY MANAGEMENT FOR SANRAL WESTERN REGION 2020-10-23 11:00 WR: 5004- 61130- 2020/ 1
Terms of Reference (ToR) to request for bids from service providers for bid no OCJ2020/01: Re-advertisement of the anti-virus and malware protection solution to the OCJ with maintenance and support for the period of twenty-four (24) months 2020-10-09 11:00 OCJ2020/ 01
Appointment of a Panel of Attorneys as per specified categories on an “as and when required basis” at a fixed rate on a rotational basis for a period of 36 months. 2020-10-15 14:00 NDA02/ LEGAL01/ 20
Lejweleputswa District: 24 Months Preventative Maintenance for Kitchen Equipment CIDB grading of 3EB or 3ME or higher OR 2EB PE or 2ME PE 2020-10-20 11:00 BL20/ 020
ZNTD 04976W: WIMS 073217: KZN: Department of Health: eThekwini Region: Umbumbulu: Umbumbulu Clinic: Replace existing perimeter fence 2020-10-26 11:00 ZNTD 04976W
ZNTD 04982W: WIMS 073205: KZN: Department of Health: eThekwini District: Amawoti: Amawoti Clinic: Replace existing perimeter fence 2020-10-26 11:00 ZNTD 04982W
ZNTD 04979W: WIMS 073209: KZN: Department of Health: eThekwini District: Umsunduzi (Number 9): Umsunduzi Bridge Clinic: Replace existing perimeter fence 2020-10-27 11:00 ZNTD 04979W
ZNTD 04978W: WIMS 073220: KZN: Department of Health: eThekwini Region: Umbumbulu: Odidini Clinic: Replace existing perimeter fence 2020-10-26 11:00 ZNTD 04978W
ZNTD 04970W: WIMS 073196: KZN: Department of Health: eThekwini Region: Mfume: Mfume Clinic: Replace existing perimeter fence 2020-10-26 11:00 ZNTD 04970W
ZNTD 04981W: WIMS 073206: KZN: Department of Health: eThekwini District: Ntshongweni: Ntshongweni Clinic: Replace existing perimeter fence 2020-10-26 11:00 ZNTD 04981W
ZNTD 04980W: WIMS 073207: KZN: Department of Health: eThekwini District: Maphephetheni: Maphephetheni Clinic: Replace existing perimeter fence 2020-10-27 11:00 ZNTD 04980W
Rendering of a comprehensive cleaning service within the Theewaterskloof Sub District which includes Caledon District Hospital, Overberg District Office, Bereaville Satelite Clinic, Villiersdorp Clinic & Mobile Grounds, Genadendal Clinic, Voorstekraal Satelite Clinic, Riviersonderend Clinic, Greyton Clinic, Botrivier Clinic, Caledon Clinic and Grabouw Community Health Centre, under the Control of the Department of Health, Western Cape Government for a three (3) year period 2020-10-23 11:00 WCGHSC0239/ 2020
Appointment of an accredited verification professional to conduct an annual assessment of the departments compliance to the broad-based black economic empowerment act for a period of three years 2020-10-23 11:00 B/ WCED 2841/ 20
Appointment of a service provider for the provision of procurement technology solution. 2020-10-14 12:00 No reference number
Appointment of a contractor to provide day-to-day infrastructure maintenance services for a period of three years to the Grootfontein Agricultural Development Institute, Middelburg, Eastern Cape. 2020-10-16 11:00 4.4.12.4/ 1/ 20
Appointment of a reputable service provider to assess the current ICT environment and develop policies and strategies to improve ICT, design and support the implementation of the future ICT state 2020-10-19 11:00 DARD26/ 20A
Provision of an inductive coupled plasma instrument for analytical services pre-qualification criteria 2020-10-15 11:00 DARD12/ 20B
The Appointment of a service provider to provide office space on a lease agreement for the CCMA Port Elizabeth office for a period of five (5) years. 80/20 Principle will apply. 2020-10-16 11:00 CCMA/ 2020/ 29 (A)- PE
Approval of Bid Specification, Bid Document and Notification to Publish: Outright Purchase of two (2) Grossing stations for Doctor George Mukhari hospital and two (2) for Universitas for a period of five (5) years 2020-10-16 11:00 RFB188/ 19/ 20
Placement or Outright Purchase of Fully Automated Haematology Analysers for Medium and Large Laboratories for the Eastern Cape Region for A Period of Five (5) Years 2020-10-16 11:00 RFB028/ 20/ 21

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