Issue Date: 
Thursday, October 31, 2019

Policies and procedures in your tender response

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

Recently I had a look at an Eskom tender.  In it was a section pertaining to Policies and Procedures.  It made me wonder how many SMME’s have Policies and Procedures in place.  The problem with Policies and Procedures is that it sounds much more complicated than it is.

Policies can be described as clear and simple statements of how your company or enterprise intends to conduct its services, actions, or business.  It is a set of guiding principles to help you with decision making.  Especially important to remember is that Policies do not need to be long or complicated – a couple of sentences may be all you need for each policy area.

Policies and Procedures go hand in hand.  Procedures describe how each policy will be put into action in your company or enterprise.  Each procedure should outline:

  • Who will do what?
  • What steps they need to take?
  • Which forms or documents to use?

Procedures can just be a few points or instructions.  Sometimes they work well as forms, checklists, instructions, or flowcharts.

Policies and their accompanying procedures will vary between enterprises because they reflect the values, approaches and commitments of a specific company or enterprise and its culture.  But they share the same role in guiding your company or enterprise.

There are many Policies that your company or enterprise can have or adhere to.  Some of the most common Policies and Procedures are:

  • Financial Policy
  • Disaster Recovery Policy
  • IT Security Policy
  • Compliance Policy
  • HR Policies which include –
    • HIV and AIDS Policy
    • Alcohol and Substance Abuse Policy
    • Disciplinary Code
  • Code of Ethics

Policies and Procedures do not feature much in Governmental Tenders but in State Owned Companies such as ESKOM, Telkom and SABC you will be required to include your Policies and Procedures.  The Private Sector also puts heavy emphasis on Policies and Procedures especially large companies such as MTN, ABSA and FirstRand.

If you are going to respond to a Tender for State Owned Companies or Private Sector Companies, I recommend that you get your Policies and Procedures in place.  I also recommend that you get a Professional Person to assist you when drawing up your company or enterprise’s Policies and Procedures.  Like mentioned before, it is not long and/or complicated documents, but it needs to be done correctly.  It is best to get someone knowledgeable to assist you.

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.
Appointment of a QCTO registered Qualification Development Facilitators (QDF) for the reviewing of the occupational qualification Insurance Administration: Claims Assessor NQF Level 4 (99668). 2020-03-02 11:00 RFQ/2020/24
Request for Proposals for the Establishment of Panel of Service Providers for the Learning and Development Content Design and Development Services 2020-03-24 12:00 COR6355/2020/RFP
Appointment of architecture as principal agent for the repair and reinstatement of SABC Studio 6 building structure for period of two years. 2020-03-24 12:00 RFP/LOG/2020/4
The provision of armed guarding security services at Pilansberg Nature Reserve 2020-03-18 11:00 NWPB/RFT/PNPSEC/020/2020
Physical Security Improvement Beitbridge POP 2020-03-11 12:00 RFQ 6547
Rehabilitation, renovation and refurbishment of Inkululeko Yesizwe Primary School 2020-03-20 11:00 DID30/ 02/ 2020
Demolish and construction of the Dr. W.K Du-Plessis LSEN School 2020-03-23 11:00 DID31/ 02/ 2020
Refurbishment of Learskool Frikkie Meyer 2020-03-19 11:00 DID32/ 02/ 2020
Siloam hospital - Construction of new district hospital 2020-03-27 11:00 NDOHF 12/ 2019- 2020
Re-building of burnt down storage shelter for farm material 2020-03-21 11:00 ARC/ 14/ 09/ 19 (Re- advertise)
Bid for the Appointment of a Service Provider for the Provision of Cloud Hosting Platform to host The Department Of Employment and Labour`S Sap S4 Hana Roadmap Landscape and Support for the period of thirty six (36)months 2020-03-20 11:00 BID LAB 10/ 2019
Appointment of a Security Company to Provide Security in Kimberley for a period of 3 years 2020-03-13 11:00 DEDaT 0007/ 2019
The RAF hereby invites experienced and suitable service provider to provide Fleet Management for the Road Accident Fund for a period of five (5) years. 2020-03-13 11:00 RAF/ 2020/ 00003
Appointment of a Service Provider for the Karoo Walking Trails Signage and Mapping 2020-03-13 11:00 DEDaT 0005/ 2019
Appointment of a Service Provider to Develop The Mountain Bike Trails For Mcgregor Musuem in the Northern Cape 2020-03-13 11:00 DEDaT 0006/ 2019
Provision of Open Source Learner Management Service for a period of 36 Months 2020-03-06 11:00 NEMISA/ 2019/ LMSRFB010
The Appointment of a service provider to conduct a feasibility study towards the development of a monumental flag and flag pole. 2020-03-13 11:00 DAC 14/ 19- 20
Appointment of service provider to supply and deliver 5 ton truck for Clanso Farmer Production Support Unit (FPSU) located in ward 18,24,27, and 28 in the Umhlathuze Local Municipality within King Cetshwayo District Municipality in the province of Kwazulu-Natal 2020-03-12 11:00 SS- KZN 7/ 1/ 6/ 3 (753) 3T
Appointment of an HR consultancy firm to provide support to the CETA Administrator 2020-03-06 11:00 016- 2019/ 2020
Procurement of alternative accommodation for the Department of Public Enterprises (lettable office space of 12 144.34sqm and 228 parking bays for a period of 5 years) in Pretoria CBD, Arcadia, Hatfield 2020-03-13 11:00 H19/ 015PF

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