Issue Date: 
Monday, August 10, 2015

Important Evaluations Before Responding to a Tender

Although bidding for a tender can be attractive, not all tenders will suit your criteria, experience and expertise. It is not wise to quickly jump into responding to any tender that you come across. An objective decision must be made as to whether or not to bid for a tender.

The decision to bid or not is a decision that should be carefully considered. It should balance the opportunity against a realistic evaluation of the likelihood of success. The approach should be systematic and could be beneficial by using a scoring matrix. To assist you, we have drafted a list with a few objective questions. Answering these questions will help you evaluate your chances of winning the tender and the worthiness of bidding.

Do you meet the mandatory requirements?

The mandatory requirements usually include financial stability, qualifications or accreditations. Buyers generally ask for audited accounts of the past three years. Has your business seen year-on-year growth and if not is there a valid explanation as to why not?

Can you show the relevant experience?

Have you done this type of work before or will you need a partnership to do it effectively? Having relevant references will certainly work in your favour. If you don`t have references, you will need to demonstrate that you have transferable skills from customers with similar needs.

Who are you competing against?

Who is currently servicing the contract and who else is bidding? When you can answer these questions, you can compare your strengths, weaknesses and experience with your competitors and consider your opportunities.

Is the contract the right size for your business?

Will you be able to manage the contract or will it clash with any existing or upcoming work? Remember, all clients are valuable. It is risky to bid if a tender value is more than 25% of your turnover. Buyers will certainly check if the tender contract value is not too much for the company to handle. Do not overstretch the business to the point where service or quality issues will arise as you were too eager to bid.

What is the profit potential of the tender?

Winning a contract can put a strain on a business`s financial resources. It is important to fully understand and assess the risk of the working capital requirements of the contract. It is also important to determine whether your business can support any peaks that may occur.

Do we have sufficient resources to professionally respond within the deadline?

Writing a tender response is time consuming. It is important to have a consistent procedure in place to ensure that time and money is not wasted on contract opportunities which are of no economic or strategic benefit. If you were directly invited by the buyer to bid, but you decide not to, then inform the buyer immediately of your intentions. Explain carefully the reasons for your decision, without prejudicing your chances of being invited to bid for other work in the future.

Consider the questions above. If you can answer them confidently, you certainly can go ahead and bid. If not; wait for the bid that fits your skills, expertise and experience. Patience is virtue and it pays off!

Title Closing Date Tender No.
Supply, delivery and installation of photocopiers at Electoral Commission [IEC] Local Offices, South Africa 2017-08-11 11:00 0010359775
Supply, delivery and installation of office furniture - Electoral Commission Local Offices throughout South Africa 2017-08-11 11:00 0010360455
Bandages - Adhesive Plaster - Size: 50mm X 4.5mt Long. as per specification 2017-08-01 11:00 ZNQ 538/ 17 - 18 GAZ
Bandages - Plaster of Paris - Size: 200mm X 3.5mt. as per specification 2017-08-01 11:00 ZNQ 536/ 17 - 18 GAZ
Bandages - Crepe - Size: 100mm X 4.5mt. as per specification 2017-08-01 11:00 ZNQ 534/ 17 - 18 GAZ
Bladeless Atraumatic Trocar With Stability Sleeve - Size: 12mm 2017-08-01 11:00 ZNQ 531/ 17 - 18 GAZ
Karman Cannulae with Adaptor 2017-08-01 11:00 ZNQ 529/ 17 - 18 GAZ
Linear Cutter - 75mm. 2017-08-01 11:00 ZNQ 521/ 17 - 18 GAZ
Adhesive Dressing - Absorbent/ Water Proof / Fluid - Size 25cm X 10cm 2017-08-01 11:00 ZNQ 520/ 17 - 18 GAZ
Laproscopic Reload - Sterile - Latex Free as per specification 2017-08-01 11:00 ZNQ 530/ 17 - 18 GAZ
Neonatal Splint - Size: +- 8 to 9 Cm in Length and 2.5cm to 3cm Wide as per specification 2017-08-01 11:00 ZNQ 526/ 17 - 18 GAZ
Ultrasonic Dissecting Instrument (Focus) as per specification 2017-08-01 11:00 ZNQ 525/ 17 - 18 GAZ
Atraumatic Graspers - 5mm - Length 36cm - Reusable 2017-08-01 11:00 ZNQ 524/ 17 - 18 GAZ
Curved Cutter / Stapler - Size: 3.0mm Length X 3.5mm Height 2017-08-01 11:00 ZNQ 523/ 17 - 18 GAZ
Modified Bipolar Vessel Sealing Device, Single Use -Small Jaw. as per Specification 2017-08-01 11:00 ZNQ 522/ 17 - 18 GAZ
Tubing, Latex (205) as per specification 2017-08-01 11:00 ZNQ 398/ 17 - 18 GAZ
Ligasure Impact Tissue Fusion - Open Instrument - Size: 13.5mm. as per specification 2017-08-01 11:00 ZNQ 355/ 17 - 18 GAZ
Catheter - Argyle - 40cm - Size 22g, as per specification 2017-08-01 11:00 ZNQ 299/ 17 - 18 GAZ
Patient Plate With Cable - Single Use. as per specification 2017-08-01 11:00 ZNQ 208/ 17 - 18 GAZ
Auto Suture Gia Premium 50mm X 3.8mm Loading Unit as per specification 2017-08-01 11:00 ZNQ 95/ 17 - 18 GAZ

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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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