Issue Date: 
Thursday, October 31, 2019

Steps in the Tender Adjudication process

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

It is important to understand the adjudication process when one responds to a Tender or Request for Proposal.  If you have these 8 steps under control when responding to tenders, chances are good that you will proceed to the next round.

Here are 8 steps in the adjudication process that Organs of State will most often follow in determining which bidder will win the tender:

  1. Opening and recording of tenders
    When tenders are opened in public, the following features of each tender usually are announced and recorded:
  • The name of the bidder;
  • The bid price as stated on the form of tender;
  • The number of B-BBEE points claimed by the bidder;
  • Tenders usually are endorsed and dated with the approved tender stamp of the Organ of State or Private Entity.
  1. Determine whether tender responses are complete
    After the opening of tenders, the tender officials will determine the responsiveness of each tender by determining whether:
  • The tender complies with all the conditions of the Tender or Request for Proposal;
  • The tender has been properly completed and signed;
  • The tender meets the minimum resource objectives;

Above are just some of the requirements that must be met for your response to advance in the tender process.  Any tender that does not meet the stipulated requirements will be regarded as being non-responsive.  Non-responsive tenders will be eliminated from the adjudication process at this stage.  All responsive tenders will proceed to the next stage.

  1. Price Review
    The prices of all responsive tenders are checked for errors.  The Organ of State can interview Bidders who have tendered an unrealistically low price to determine whether there is a valid reason for its tender price being unrealistically low.  If the bidder cannot supply a valid reason, the tender would most probably be eliminated from the tender adjudication process.
  2. Award of points for Functionality
    Tenders that remain in contention will be awarded points for functionality.
  3. Awarding of points for Price
    At this stage, the points for price will be awarded according to the Preferential Points System.  Prices are usually adjusted to a common base so that it can be comparable with each bidder’s price.
  4. Process review
    At this stage, the legitimacy of the B-BBEE Levels claimed by the bidders will be validated and recorded.  If there are any reasons for eliminating tenders on the grounds of process review it will be recorded here.
  5. Summation of points
    The points awarded for price and B-BBEE will be added for each tender and, subject to satisfactory risk analysis; the tender which has been awarded the highest total number of points will be recommended for acceptance.
  6. Risk Analysis
    An Organ of State will do a risk analyses before acceptance of any tender to ensure that it would, if accepted, not place the Organ of State or the tenderer, at undue risk.

As one can see there are various elements that all contribute to the final awarding of a tender.

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.
Request for Proposals (RFP) The provision of Managed Bandwidth Connectivity Link for University of Venda for the CSIR based in Pretoria 2020-02-07 16:30 3354/07/02/2020
Appointment of duly authorised service provider for training of 118 child and youth care workers in Dr Ruth Segomotsi Mompati District 2020-02-20 12:00 NW/DSD/13/2019
Provision of security services at Apel Regional Office, Moses Mabotha Civic Hall, Strydkraal Community Hall, Municipal House In Burgersfort, Burgerfort Flea Market, Burgersfort Landfill Site and Pelangwe Community Hall (Cluster 5) 2020-02-17 12:00 FTM/T11/19/20
Supply, delivery, registration and licencing of sedans for traffic department 2020-02-07 12:00 FTM/T10/19/20
Request for two (2) 60 Seater Buses for the University of Limpopo 2020-02-19 10:00 UL/2020/01/03
Request for Ultra High Performance Liquid Chromatography - Mass Specifications for the University of Limpopo 2020-02-19 10:00 UL/2020/01/01
HOPETOWN: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW02/ 20
NOUPOORT: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW05/ 20
BRITSTOWN: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW01/ 20
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the provision of consulting services for the reseal between St Albans I/C and Linton Grange I/C on National Route 2 Section 11 km 7.19 to km 23.26. 2020-02-14 14:00 SANRAL N.002- 110- 2019/ 1F
DE AAR: MAGISTRATE OFFICE: Installation and replacement of air conditioners Bidders should have a: CIDB Grading: 1ME OR HIGHER OR 1 MEPE OR HIGHER 2020-01-31 11:00 CW04/ 20
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the improvement on National Route N2 Sections 14 and 15 from Green River (km 60) to Buffalo River bridge (km 3.2). 2020-02-14 14:00 SANRAL N.002- 145- 2012/ 1
Department of Basic Education: Midlands Region: Estcourt: Emadolobheni Primary School: Water and sanitation: upgrades to sanitation systems contract period: nine (09) calendar months cidb grading: 4GB or higher (open tender) joint venture: 3x3GB 2020-02-18 11:00 ZNTL 03026 W
Invitation for contractors with C2DB holding 2GB to 7GB, 2CE to 7CE and 2EP to 7EP to register on the Department of Human Settlements Framework [NEC] for a period of three years. 2020-02-14 11:00 HSC 03/ 2019/ 2020
SANSA invites bidders to bid for Comprehensive Travel Management Services for SANSA for a period of three (3) years. 2020-02-18 11:00 SS/ 018/ 01/ 2020
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the Consulting Engineering Services for the Reseal between Jeffreys Bay I/C and Gamtoos River on National Route 2 Section 10 km 39.2 to km 54.0. 2020-02-14 14:00 SANRAL N.002- 100- 2019/ 2F
Appointment of a service provider to maintain, enhance and hosting of website for Robben Island Museum (RIM) for a period of thirty-six (36) months 2020-02-14 11:00 RIM ICT 03- 2019/ 2020
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the improvement on National Route N2 Sections 14 and 15 from Green River (km 60) to Buffalo River bridge (km 3.2). 2020-02-14 14:00 SANRAL N.002- 145- 2012/ 1
The Road Accident Fund (RAF) requires rental of office space for the RAF Cape Town Branch for a period of nine (9) years and eleven (11) months. 2020-02-21 11:00 RAF/ 2019/ 00028
Appointment of a service provider to conduct Environmental impact assessment and Township establishment for Gauteng Industrial Development Zone (GIDZ) Springs SEZ 2020-02-10 11:00 GIDZ/ 07/ 2019- 20/ SPRINGSSEZ

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