Issue Date: 
Tuesday, June 17, 2014

Policies & Procedures - Tenders

By Werner van Rooyen

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 is drawing up Policies and Procedures for SMME’s. Please feel free to contact us at for quotes on Policies and Procedures.

You can also visit our website at 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.
Appointment of a Service Provider to Render Internal Auditing Services for the Municipal Demarcation Board (Mdb), for a Period of Thirty-Six (36) Months. 2019-06-07 11:00 MDB001- 2019/ 2020
Appointment of travel agent to render services for Ingonyama Trust Board for period of three (3) years 2019-06-21 11:00 01/ 01/ 04/ 2019
Port Nolloth Magistrate Office: Provisioning of cleaning services for 36 months (806.18m²) 2019-06-07 11:00 PF16/ 2019
Appointment of Service Provider for Timss 2019 Data Collection In Gauteng Province. 2019-06-07 11:00 HSRC/ 01/ 2019/ 20
Upington Magistrate Office: Provisioning of cleaning services for 36 months (8 000m²) 2019-06-07 11:00 PF13/ 2019
Appointment of Service Provider for Timss 2019 Data Collection In Western Cape Province. 2019-06-07 11:00 HSRC/ 02/ 2019/ 20
Replacement of chillers at TC Newman CDC 2019-06-07 11:00 WCGHIS001/ 2018
Supply and Maintenance of Indoor Plants and Fresh Flowers For GPAA 2019-06-10 11:00 GPAA 13/ 2019
Photocopiers for Warehouses 2019-06-07 11:00 10403145
The South African National Roads Agency SOC Limited (SANRAL) invites suitably qualified service providers to express their interest to be placed on SANRAL’s panel of professionals to conduct financial and due diligence services for a period of three years 2019-06-14 14:00 NRA/ 58700/ 1004/ 06
Appointment of a service provider to supply, install, configure and maintain an internet connectivity services to the Office of the Valuer General for a period of 36 months 2019-06-07 11:00 OVG (01) 2019/ 20
Zwelitsha Magistrates Court: Provision of Cleaning Horticultural Maintenance Services for a period of twenty four (24) months. 2019-06-18 11:00 PEH03/ 2019
Supply and maintain a 45 ton container reach stacker to the Coega Special Economic Zone (SEZ) 2019-06-10 12:00 CDC/ 56/ 19
Mdantsane Magistrates Court: Provision of Cleaning Horticultural Maintenance Services for a Period of Twenty four (24) Months. 2019-06-18 11:00 PEH02/ 2019
Bisho High Court: Provision of Cleaning Horticultural Maintenance Services for a Period of Twenty Four (24) Months. 2019-06-18 11:00 PEH01/ 2019
Northern Cape: Regravelling of Roads in the Northern Cape for Period of 36 Months,as and when required 2019-06-18 11:00 DRPW 002/ 2019
Pietermaritzburg: Department of Co-Operative Governance and Traditional Affairs: Hire of Office Accommodation: A lettable area sufficient to accommodate 9186m² of assignable space plus to a maximum of 25% of non- assignable office space, plus 70 lock-up garage, 291 secure undercover bays and 438 open bays are required 2019-06-20 11:00 ZNT 2893W
KZN: Department of Education: iLembe District: Stanger: Proposed Hire Office Accommodation 485m2 and 15 Parking Bays. 2019-06-18 11:00 ZNT02740W
Rendering of Security Services at Igugulethu Child and Youth Care Centre for a period of 36 months 2019-05-31 11:00 GT/GDSD/020/2019
Supply and delivery of guardrails (period of 3 years) 2019-06-10 12:00 FORMAL TENDER TD 10/03/19


Extension of validity period

By Werner van Rooyen

31 January 2019

Those of you who are familiar with responding to tenders will know that it is common practice for procuring entities to extend the bid price validity period. We received the undermentioned queries regarding the extension of the validity period of the bid price.

... Read More

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