Issue Date: 
Monday, May 9, 2016

Tender Briefing sessions, Site Meetings & Information Sessions

If you have ever responded to a request for quotation or a competitive bid you will have come across a 'Briefing Session, Site Meeting or Information Session'. These are meetings that are held before the quotation or a competitive bid (tender) is due.

Most of the time these sessions is compulsory and not attending it can and might most probably lead to your tender response being disqualified.

Here are a number of things that you must remember when you attend one of these sessions:

  1. Be on time - previously if you arrived late and you would still be allowed to enter the session. Now there are a cut-off time. This is normally not later than 15 minutes after the sessions have started. They lock the doors - you won't be able to get in. The cut-off time is usually stated in the tender document or in the tender advertisement.
  2. Sign the attendance register - remember to sign the attendance register in the name of the company that you are going to respond in. Many people have multiple companies. Ensure that you use the correct name. When attending the session and you know you are going into a Joint Venture to the tender, then use the Joint Venture's name.
  3. Buy the tender document - If you have to purchase the tender document beforehand - especially at municipalities - arrive at least an hour before the sessions starts. Remember that you are not going to be the only person attending the session and there will most likely a queue. This might cause you to be late and not be able to attend the session.
  4. Ask questions - the information session is the best time and opportunity to ask questions. Quickly scan the scope of the tender as well as other requirements and ensure you know exactly what is required from you by asking questions during the session.
  5. Check out your competition - now is the time to evaluate what your chances are of winning the tender. If there are only three or four attendees at the session then you know you stand a chance but if there are three hundred attendees you know it is going to be a challenge to win the tender.
  6. If you are going to respond using a Joint Venture partner or a subcontractor it might be a good idea to take them along to the session. Let them get the information first hand to avoid miscommunication later.
  7. Evaluate the opportunity - sometimes tender descriptions are vague. You might think that the tender opportunity is for you but once you have attended the session you might think twice. Responding to tenders is time consuming and there is always a cost involved. Evaluate the situation and determine if it is for you or not.
  8. Last but not least we always recommend that the person who is going to be responsible for responding to the tender must attend the Briefing session where important is shared that might not be otherwise communicated. If you are not there your tender response might be non-responsive because of information that you did not provide.

If you follow these guidelines your chances of being awarded a tender will increase tremendously.

Get proper training in the art of responding to quotations and competitive bids by attending training sessions. Visit www.how2tender.com and learn all you need to know about responding to tenders correctly and hopefully successfully.

Earn to learn!

Title Closing Date Tender No.
Atraumatic Graspers - 5mm - Length 36cm - Reusable 2017-08-01 11:00 ZNQ 524/ 17 - 18 GAZ
Curved Cutter / Stapler - Size: 3.0mm Length X 3.5mm Height 2017-08-01 11:00 ZNQ 523/ 17 - 18 GAZ
Modified Bipolar Vessel Sealing Device, Single Use -Small Jaw. as per Specification 2017-08-01 11:00 ZNQ 522/ 17 - 18 GAZ
Tubing, Latex (205) as per specification 2017-08-01 11:00 ZNQ 398/ 17 - 18 GAZ
Ligasure Impact Tissue Fusion - Open Instrument - Size: 13.5mm. as per specification 2017-08-01 11:00 ZNQ 355/ 17 - 18 GAZ
Catheter - Argyle - 40cm - Size 22g, as per specification 2017-08-01 11:00 ZNQ 299/ 17 - 18 GAZ
Patient Plate With Cable - Single Use. as per specification 2017-08-01 11:00 ZNQ 208/ 17 - 18 GAZ
Auto Suture Gia Premium 50mm X 3.8mm Loading Unit as per specification 2017-08-01 11:00 ZNQ 95/ 17 - 18 GAZ
Auto Suture Gia Premium 90mm X 3.8mm Loading Unit. as per specification 2017-08-01 11:00 ZNQ 94/ 17 - 18 GAZ
Sabs Approved Female Safety Shoes 2017-08-02 11:00 ZNQ: 257/ 2017/ 18
Appointment of a service provide to supply,deliver and install steel shelves to storeroom /archives/registry to the new and existing office blocks at 191-prince Alfred street building in Pietermaritzburg head office 2017-08-21 11:00 ZNT NO: 10/ 16/ 17
Postmasburg Dept of Labour: Alternative office accommodation: 475.00m² and 8 parking bays for a period of 5 years 2017-08-11 11:00 LS04/ 17
Calvinia Dept of Labour: Alternative office accommodation: 475.00m² and 9 parking bays for a period of 5 years 2017-08-11 11:00 LS05/ 17
Kimberley Dept of Water and Sanitation: Alternative office accommodation: 2930.68m² and 54 parking bays – for a period of 3 years 2017-08-11 11:00 LS03/ 17
Supply and Deliver Crepe bandage 100mm x 4.5m 2017-08-01 11:00 ZNQ: 200- 17/ 18
Supply and Deliver Bandage crepe 75mm x 4.5m 2017-08-01 11:00 ZNQ199- 17/ 18
Supply and Deliver single seat stainless steel chairs 2017-08-01 11:00 ZNQ: 189- 17/ 18
Supply and Install Diagnostic set wall mounted 2017-08-01 11:00 ZNQ: 193- 17/ 18
Supply and Deliver Abdominal Swabs Sterile X-ray detectable with loop. size 450mm x 370mm x 4 PLY 2017-08-01 11:00 ZNQ: 163- 17/ 18
Supply and Deliver: Portable Dental light with a carry bag 2017-08-01 11:00 ZNQ: 192- 17/ 18

Pages

Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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