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 service provider for the cycling cutting of grass at various sport facilities, as and when required, for a period of three years from date of appointment 2021-04-05 12:00 COM004/2021
Supply and delivery of hypodermic syringes, needles, and bloodletting devices to the state for the period ending 31 October 2022 2021-03-10 11:00 RT284-2-2019
Supply, Delivery and Installation of Autoclave and Steam Generator Equipment 2021-03-24 11:00 SAMRC/PUDAC-SDIA&SGE/2020/15
Appointment of service provider to Supply, delivery and offloading of 2021 Personal Protective Equipment (PPE) for KSD TVET College as a when required basis for a period of three years. 2021-03-31 11:00 KSDTVET2021/003
Supply and delivery of non-contracted medical & surgical items: cold chain equipment (WHO qualified) and infrastructure for the storage of vaccines to the Department of Health for a 3 year period 2021-03-19 11:00 SCMU3-20/21-0270-HO
Request of Information (RFI) and Industry Specification meeting for Radiological and Imaging Equipments. 2021-03-19 16:00 RFI2021-SP01
Occupational medical practitioners for a period of (12) months part – time 2021-03-17 12:00 UMN 03/2021
Operation and maintenance of the George swimming pool, as and when required, for a period of three (3) years, from date of appointment 2021-04-05 12:00 COM003/2021
Request for Expressions of Interest: Individual consultancy services for a skills gap anaysis /capacity need assessment expert at APRM continental offices, South Africa. 2021-03-18 11:00 APRM /EOI/IC/ 19/2021
Appointment of a Service Provider for the Leasing and Maintenance of Copier Machines for a period of 36 months 2021-04-06 12:00 EPMLM/8/3/384
Replace, Repair & Restore Vandalised Electrical Supply at Signal Equipment Room 2021-03-16 10:00 10321687
Appointment of a service provider to perform an external quality assessment review of the Department of Environment, Forestry And Fisheries’ internal audit activity for a period of three (3) months 2021-04-16 11:00 Q-155-20-21
Upgrading of the Riversdale Wastewater Treatment Works: Phase 3 mechanical and electrical related works 2021-04-09 12:00 HES-TECH 33/2021
Supply and Deliver gardening equipment 2021-03-05 11:00 R-S-2021-1909
Rehabilitation Ga Sekororo Road Boq Rev3 Summary 2021-03-12 11:00 MLM/SCM/39/2020
Request For Proposal for an alternative design/solution to the current non-functional eternal flame at Freedom Park 2021-03-23 11:00 RFQ14544
Provision of catering services at Transnet/Safa School of Excellence 2021-03-19 12:00 GSM/21/02/2066
Organising, supervising and management for the development of parks and recreational areas on cleaned up selected illegal waste dumping site and under power lines within the Sharpeville area 2021-03-26 10:00 CORP5311
Appointment of preferred Service Provider for the supply of One 72 MHz C-band Space Segment Capacity for a period of Five (5) years 2021-04-01 12:00 SENT/041/2020-21
Supply and Delivery of Water and Waste Infrastructure Maintenance Materials 2021-03-26 11:00 INF-O&M58/2020/2021

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