Issue Date: 
Thursday, October 31, 2019

Submitting your tender – instructions and conditions

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

There are certain guidelines you can follow when submitting your tender response.

Every tender has its own submission instructions.  It is of the utmost importance that you familiarize yourself with these conditions. Ensure that you comply with the process the Organ of State is requesting.  Ensure you are following the correct procedure, which the procuring entity is using. These instructions can usually be found at the beginning of the tender document and include instructions such as:

  1. Closing date – which is the last day that the tender response can be submitted.
  2. Closing times – VERY IMPORTANT – do not be late!  If the closing time is at 11H00 it means 11H00:00 sharp.  Not 11:00:01 – this means not ONE second after eleven o’clock.  This point cannot be emphasized enough.  If you are late your tender response will not be considered. Most procurement entities will indicate on the tender invitation document that the time they use is the time given by dialling Telkom’s 1026 line.  This is the official time in South Africa.
  3. How many copies of the tender must be submitted? Ensure that you submit the correct number of copies required.  You do not want the procuring entity to take your tender response apart to copy it.  Remember that there are several Bid Evaluation Committee members and each of them must have a copy of your tender response to evaluate it.
  4. Format – in which format i.e. hard copy or soft copy or both. Be mindful that the procuring entity can request different formats of your tender response.
  5. When you deliver your tender response ensure that it is into the correct tender box. This sounds silly, but tenders have been delivered into the wrong box. Many procuring entities have more than one tender box.
  6. If you must provide samples together with your tender response, ensure that the samples are also delivered to the correct address.  Sometimes the samples need to be delivered to a different address as the tender response, ensure you follow the delivering instructions carefully.
  7. Envelopes – make sure your tender is in a sealed envelope and that it is addressed correctly.  Sometimes it is a TWO envelope process.  An example of how your envelope must be addressed is:
     
     

    (You complete this column)

    Tender number

    BIDUS4-44/2013-2014/01

    Attention

    Mr. Dlamini

    Department

    Supply Chain Management

    Address line 1

    Room 12 First Floor

    Address line 2

    Best Local Municipality

    Address line 3

    11 Church Street

    Address line 4

    Putsonderwater

    Address line 5

    9991

  8. Finally: Write the address in a readable handwriting.  If they cannot decipher it - your tender will not be considered.

By following these rules, you will ensure that your tender response is considered for evaluation.    

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 private security contractor to render security service at Arundel Crescent, Stirling, East London, Eastern Cape Province to the Department of Agriculture, Land Reform and Rural Development for a period of 3 years 2020-12-17 11:00 4.4.12.4/ 7/ 20
Appointment of the service provider to supply and deliver multi-functional drill rigs (core and percussion) to augment the council for geoscience drilling capacity for period of three years 2020-12-22 11:00 CGS- 2020- 03T
Appointment of the service provider to supply and deliver diamond core drilling of Molteno-Indwe Coalfield for drilling and appraisal of the economic recovery projects (base and precious metals, pegmatites) 2020-12-21 11:00 CGS- 2020- 021T
Supply and Delivery of Hypodermic Syringes, Needles and Bloodletting Devices and Related Items to the State for the period ending 31 October 2022 2020-12-18 11:00 RT284- 1- 2019
Placement / Outright Purchase of Automated Embedder Units; one (1) for Charlotte Maxeke & one (1) for Universitas including service and maintenance for a period of five (5) years 2020-12-18 11:00 RFB046/ 20/ 21
Outright Purchase of a Bench-top Semi-Automated Gel Protein Electrophoresis and Isoelectric Focusing analyser for Universitas including service and maintenance for a period of five (5) years 2020-12-18 11:00 RFB045/ 20/ 21
Outright purchase of Real Time PCR System for Tygerberg Medical School Campus, Virology Department Including Service and Maintenance for a period of five (5) years 2020-12-18 11:00 RFB 155/ 19/ 20
Placement/Outright purchase of High Volume DNA/RNA Extraction Instrument Including Service and Maintenance for a period of five (5) years for Tygerberg Medical School. 2020-12-18 11:00 RFB 063/ 20/ 21
Placement of Early Infant Diagnosis Assay (HIV Nucleic Acid Qualitative Detection) for the National Health Laboratory Service (NHLS) with Service and Maintenance for a period of three (3) years 2020-12-17 11:00 RFB016/ 20/ 21
Supply, install, test and commission one (1) x 220kva – 250 kva generator at The Playhouse Company, Mayville Complex 2020-12-29 11:00 PHC 70/ 2020
Consultancy service for: Expert Consultant Statistician to prepare “A Database on Trafficking in Persons and Smuggling of Migrants in the Horn of Africa” towards the production of “First Statistical Report on Trafficking in Persons and Smuggling of Migrants in Member States of the AU-Horn of Africa Initiative” 2020-12-15 11:00 AUC/DSA/C/010
Appointment of a Service Provider to Provide Fully Telephony Services for the KwaZulu-Natal Office of the Premier for Period of Thiry Six (36) Months. 2021-01-05 11:00 KZNB 40/ 2020/ 21
Appointment Of Service Provider To Provide Security and Guarding Services To The National Library Of South Africa Cape Town Campus In 5 And 62 Queen Victoria Street, For Period Of (36) Thirty-Six Months 2020-12-18 11:00 NLSA.SECURITY. CT16/ 2020- 2021
Appointment of a Cleaning Service Provider to Provide Cleaning Services to The National Library of South Africa Campus in Cape Town in 5 and 65 Queen Victoria Street for a period of (36) thirty-six months 2020-12-17 11:00 NLSA/ CLEANING. CT19/ 2020- 2021
Terms of Reference for the Appointment of a Service Provider to Digitise Selected Paper-Based Archival Records at the National Archives and Records Service of South Africa (NARSSA) 2020-12-21 11:00 NLSA/ NARRSA 09/ 2020- 2021
Terms of Reference for the Appointment of a Service Provider to Digitise 16mm and 35mm Films at the National Archives and Records Service of South Africa (NARSSA) from the date of appointment until the 31 march 2020. 2020-12-21 11:00 NLSA.NARSSA 05/ 2020- 2021
Provision of the Development and Maintenance of Learnership Programme within the NHFC 2021-01-08 11:00 CM01/ 11/ 2020
The appointment of a service provider to assist the National Energy Regulator with Translation Services for a period of three (3) years 2020-12-17 11:00 NERSA/ 2021/ CSM/ TS/ BID/ 005
Provision of Travel Management Services to MICT SETA for a period of five (5) years 2020-12-18 11:00 MICT- SETA/ TRAVEL/ 002/ 2020
Insurance Brokerage Services 2020-12-17 12:00 FAC/ 2020/ 037

Pages

Who is the bidder or his or her representative?

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

In Organ of State tenders, the Standard Bidding Document 4 – Declaration of Inters – ask in paragraph 2.1 the following: “Full name of bidder or his or her representative... Read More

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