Issue Date: 
Tuesday, June 17, 2014

Policies & Procedures - Tenders

By Werner van Rooyen

www.how2tender.com

17 June 2014

Last week 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 got Policies and Procedures in place. The problem with Policies and Procedures is that it sounds much more complicated than it actually 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. Very important to remember is that Policies don`t 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 Polices 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 in the know to assist you.

Part of the service that we render at how2tender.com is drawing up Policies and Procedures for SMME’s. Please feel free to contact us at info@how2tender.com for quotes on Policies and Procedures.

You can also visit our website at www.how2tender.com to find out more about our Tender Workshops or purchase our Tender Manual: A practical guide on how to tender.

Until the next time - happy tendering.

Title Closing Date Tender No.
Manual Blood Pressure Machine - Aneroid - 61 Units 2017-10-30 11:00 ZNQ 799 / 17- 18
Haemoglobin Metre - 47 Units 2017-10-30 11:00 ZNQ 800 / 17- 18
Supply and install Dcp 5 Kg Fire Extinguisher With Signage - 18 Units 2017-11-30 11:00 ZNQ 802 / 17- 18
Build Waste Area at Pholela Chc x Once Off 2017-10-31 11:00 130/ 17/ 18 PCHC
Supply and deliver domestic double door fridge metallic finish 170 L (16 units) 2017-11-01 11:00 ZNQ 212/ 2017/ 2018
Supply and deliver office desks with lockable drawers oak finish (04 desks) filling cabinet lockable steel (06 units) stationery cupboard with 4 drawer (03 units) t wo compartment locker (steel) for frame display (01 units 2017-11-01 11:00 ZNQ 213/ 2017/ 2018
Supply and deliver wardrobe double sided door with 3 drawer inside with centre mirror 135 cm width 2017-11-01 11:00 ZNQ 216/ 2017/ 2018
Supply and deliver double bed size (39 cm +28 cm x152 cm length )10 yrs guarantee (67 height &length) (specification on the document) 42 units 2017-11-01 11:00 ZNQ 317/ 2017/ 2018
Supply and deliver office chairs high back tilt swivel with armrest fabric maroon in colour (06 units) 2017-11-01 11:00 ZNQ 214/ 2017/ 2018
Supply and deliver vaccine fridge, lockable sliding door, maintains temperature for 72 hours after power failure (12 units) 2017-11-01 11:00 NKA 92/ 2017/ 2018
Supply and deliver two seater sofas leather finish ( 05 units) 2017-11-01 11:00 ZNQ 210/ 2017/ 2018
Supply and Install Bulk Filling Cabinet 2017-11-10 11:00 ZNQ 173/ 10/ 17
Supply of Office Furniture 2017-10-27 11:00 70/ 09/ 2017/ 18
Supply: 1 Unit -Food Waste Disposer/Macerator - 3hp 2.2kw - (Supply And Install) 2017-11-08 11:00 348/ 17
Window curtain rails : 6M X 8, 5B2 X 7, 5F X4 (specification attached) - Total = 19 2017-11-01 11:00 196/ 10/ 17
Window curtains colour blue: B x 68, C x 68,E x 68,H x 68,G ward x 36, D ward x 36 2017-11-01 11:00 199/ 10/ 17
Supply and deliver abdominal Swabs 450mm x370 mm x 6 Ply x 36g Large Abdominal Swabs Sterile x-Ray Detectable with Blue Loos Double Packaging Box of 48 Pkts 5’s Per Pouches 2017-11-03 11:00 ZNQ 704 OF 2017/ 18
Supply and deliver of Ventilator - Basic Transport 2017-10-27 11:00 ZNQ 626 OF 2017 / 18
Swabs Gauze Absorb Non Sterile 100mmx100mmx8ply X 2 000 Pkts Per Month For 6 Months. 2017-10-31 11:00 ZNQ02/ 17
Supply, Delivery, Installation, Demonstration and Commissioning of an Ultrasound Unit for use in Paarl Regional Hospital 2017-11-17 11:00 WCGHCC024/ 2017

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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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