Issue Date: 
Thursday, October 31, 2019

Steps in the bid process

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

Each year, Organs of State invite the Private Sector to submit competitive bids for the supply of goods and services.  Organs of State bid requests attract SMME's and large businesses across a wide range of sectors - from office supplies to major construction projects.

Here is an overview of 10 steps you should take to prepare a competitive bid.

  1. Register your interest
    Follow the instructions in the bid document to register your interest with the purchasing agency.  This crucial step will help keep you up to date on any bid information sessions.
  2. Attend briefing sessions
    If you registered through a bid website, monitor the website for updates about bids.  Attend any bid briefing sessions offered.  These are valuable opportunities to ask questions and make contact with Organs of State.  They may also give you a chance to meet potential subcontractors or make contacts that could participate in a consortium.  Organs of State are also usually under no obligation to otherwise make available copies of information, presentations, etc., that may be given at a briefing session.
  3. Develop your bid response strategy
    If you are bidding for a high-value bid, plan your bid carefully and consider the requirements and resources involved.  For example, ask yourself:
    a) How much will it cost to prepare the bid?
    b) What information do we need to gather?
    c) What resources will we need to fulfil the contract?
    d) Who will manage the bid project?
    e) How will we plan the workload, assign the work required, schedule the meetings?
    f) Who is our competition and what are our chances of winning?
    g) What is our plan for marketing our products and services and pitching our business?
  4. Review recent awarded contracts
    If you are unclear about any requirements in the bid request, contact the bid coordinator to seek clarification.  What type of companies won similar bids in the past?  What does the contracting Organ of State look for?  What can you do to match their expectations?
  5. Write a compelling bid
    Prepare your bid response.  This includes planning, drafting, and refining it.  Make sure that you use the response forms provided and answer all questions.  Stick to any word/page limits that there may be, and (generally) do not go altering things like fonts and font sizes and numbering unless expressly permitted.  Be clear about your structure and propositions.  Decide on several key propositions you can use to set your bid apart from others.  Review the evaluation criteria to gain a better understanding of what things the government agency is particularly looking for and will be evaluating your offer against.  If you are not a strong writer, think about engaging a professional (a range of businesses offer bid writing services).
  6. Understand the payment terms
    When putting together your bid response, make sure you are aware of the payment schedule specified.  Organ of State payment schedules will vary from entity to entity and procurement to procurement.  You may not get paid as soon as the job is finished, or goods are delivered.  If you require payment different to that specified, you should detail this in your offer.
  7. Provide References
    Provide References who know your business and can attest to your work.
    Give your References clear information about the bid request so they know what points to emphasise in their reference.  If you have previously supplied goods or services to an Organ of State, ask them for a reference.
  8. Check and submit your bid
    Make sure you check your proposal carefully before submitting it.  Use a checklist to make sure your bid meets all the requirements (some bids will include a checklist that you can also use).
  9. Present your bid
    Bid panels responsible for high-value contracts may request a formal presentation from bidders.  If you need to present your offer to an evaluation panel, stay focused on the key messages in your proposal.  Most importantly, prepare.  Plan your presentation carefully, rehearse and, if you do not feel you are a strong presenter, get some coaching in presentation skills.
  10. Request a debriefing
    You can request a debriefing on the bid after the process, especially if your bid is unsuccessful.  Feedback from the evaluation committee can be extremely useful in understanding how your offering can be improved and can assist you in preparing for your next bid.  Look for ways to improve your next bid.

To learn more about this and many other bid conditions please attend one of our HowtoTender workshops.  For more information on the tender courses please email Werner at werner@how2tender.com.

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.
Occupational health and safety consultant for a period of three (3) years 2020-07-16 16:00 RFQ/002/2020
Invitation to tender for Farm Rietfontein Portion 47 395 JR 2020-07-28 10:00 IRP265
OHS Agent_Upgrade of Hornlee Sewer_T06 of 2019/2020 2020-07-14 12:00 12/2020/21
OHS Agent_Hornlee_Replacement & Rehabilitation of Existing Water Network_T21 of 2019/2020 2020-07-14 12:00 13/2020/21
Supply and delivery of hand sanitizer, gloves and masks 2020-07-14 12:00 14/2020/2021
Supply and Delivery of Laptops 2020-07-16 12:00 15/2020/21
Provision of loan finance 2020-08-05 12:00 T 01 OF 2020/21
Appointment of a suitable qualified and experienced service provider as auctioneer for a period of three (3) years to conduct the auctions of municipal owned fixed assets, moveable property and impounded vehicles on behalf of the municipality 2020-08-05 12:00 T 02 of 2020/21
Erratum: Extension of validity period for additional: 120 days for electrical database and mechanical database 2020-07-10 11:00 ZNB 5731/ 2019- H/ ZNB 5730/ 2019- H
Erratum: Provide a fully managed enterprise picture archiving and communications system for the Gauteng Department of Health (GDOH) with maintenance and support for a five (5) year period 2020-07-24 11:00 RFB 2186/ 2020
Erratum: Supply & install a hosted internet protocol telephone system & IP phones for the Dep of Higher Education & Training 2020-07-17 11:00 RFB 2158/ 2020
Erratum: Request for Proposals: Appointment of a panel of suitable service providers to supply and deliver office stationery to the NHBRC for a period of three (03) years. 2020-07-10 11:00 NHBRC 41/ 2019
Erratum: Supply maintenance of network cabling for saps for a period of three (03) years 2020-07-24 11:00 RFB 2126 - 2019
Request for Proposal: Establishment of a frame agreement for provision of translation and interpretation services for UNHCR offices in regional bureau of Southern Africa. 2020-08-07 16:00 RFP/020/HCR/RBSA/SUP/019
Request for Proposal: Establishment of a frame agreement for provision of maintenance services for canon multifunction printers for UNHCR offices in South Africa 2020-08-07 16:00 RFP/020/HCR/RBSA/SUP/017
Sale of aircraft - Aero Commander 690A (ZS-JRB) and Piper Twin Comanche (ZS-CAN) 2020-07-24 11:00 DISP- 001/ 20
Appointment of a panel of Professional Property Valuation Practitioners to conduct the valuation of buildings and\or land parcels 2020-07-24 11:00 SHRA/ RFB/ PD&F/ 01/ 2020/ 21
Appointment of the service provider for the provision of Employee Health and Wellness Programme (EHWP) to PPSA nationally over a period of three (3) years 2020-08-07 11:00 PPSA 005/ 2020
Appointment of the service provider for the provision Legal Services (panel of attorneys) for a period of three (3) years 2020-08-03 11:00 PPSA 001/ 2020
Alternative suitable office space for SITA North West Rustenburg offices through an operating lease for a period of 5 years 2020-07-24 11:00 RFB 2166/ 2020

Pages

Free Keyword search

Search all tender notices for FREE!

No subscription or registration required!

You can also search by the reference of the the tender.

Advanced search

Search by Issuer, Region or Sector, individually, or using any combination of the three.