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.
Supply, deliver and offload new tractors and implements at Ethekwini and Ilembe District Offices 2020-07-30 11:00 DARD10/ 20A
Appointment of service provider to oversee the implementation of four (04) Agri-hubs in KwaZulu Natal Province. 2020-07-30 11:00 DARD09/ 20A
For the supply and delivery of frozen vegetable products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 306/ 2020
For the supply and delivery of frozen fish products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 305/ 2020
For the supply and delivery of fresh vegetable products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 307/ 2020
For the supply and delivery of fresh meat products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 302/ 2020
Supply, Install and Configure Mainframe Print Management Software, including Maintenance and Support to SITA for a period of three (3) years 2020-07-31 11:00 RFB 2170- 2020
Supply and Delivery of Laptops 2020-07-31 11:00 RFT- 2- 2020/ 21
Appointment of a service provider or independent ICT consultants for the provision of outsourced ICT management services for a period of 3 years 2020-08-07 11:00 EWSETA/RFP/14/2020
The appointment of a reputable stationery supplier to supply and deliver stationery for a period of three (03) years (36 months) to all SITA office country wide 2020-07-31 11:00 RFB 2149/ 2020
Provision of Security Services at Department of Public Works, Southern Regional Office,10-18 Prince Alfred Street extension, Pietermaritzburg, for the period of 24 months 2020-08-12 11:00 ZNT 2956W
Supply, delivery, end-user training, demonstration, installation & commissioning of a mobile x-ray c-arm flat panel used for complex orthopaedic trauma surgery: Dr Pixley Ka Seme Memorial Hospital: ONCE-OFF 2020-08-03 11:00 ZNB 9803/ 2020- H
Appointment of a service provider for the supply, delivery and offloading of pharmaceuticals. 2020-07-15 10:00 Q01-2020 21
Request for bid for the appointment of a service provider for implementation, support and maintenance of the ICT network switching infrastructure 2020-07-29 11:00 SADPMR13/2020
Appointment of a service provider for the supply, delivery and offloading of intravenous fluids. 2020-07-15 10:00 Q02-2020 21
Appointment of a service provider for the supply and deliver of masks 2020-07-20 09:00 RLM/DRT/0097/2019/20
Market research analysis for PRASA house 2020-07-14 14:00 RFQ01/0607/2020
Panel of legal firms for the period of 36 months to be appointed as and when required 2020-08-11 12:00 G/G/M/6108/001/2021
Provision of Comprehensive Events Management Services For Transnet SOC Ltd (REG. NO. 1990/000900) Operating as Transnet Port Terminals (hereinafter referred to as “TPT”) For Head Office and all TPT Terminals For a Period of Two Years 2020-08-25 10:00 iCLM HQ 421/TPT
Supply and delivery of clinic medication (purchasing agreement for 36 months-on an as and when basis 2020-07-17 10:00 OPS 19/20-039-04

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