Issue Date: 
Thursday, October 31, 2019

Tender Site Visits

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

If you are so fortunate to have reached the stage where Organs of State or Private Sector Companies want to do a site visit, you must know that you are in the final stage in winning that tender that you have responded to.

But what must you do to prepare for a site visit?

The first thing is to ensure that your place of business is in excellent order.  Be sure everything is clean and neat.  A clean workshop or office is a pre-requisite and non-negotiable.

Secondly ensure that your employees are prepared and that they are at work the day of the site visit.  You do not want to be in a situation where the Evaluation Committee Member asks you to demonstrate a procedure and you can't because the specific employee that operates that specific peace of engineering or tool or computer is not at work the day of the site visit. You are going to end up with a red face and the Committee is not going to be impressed.

One of the main reasons the Evaluation Committee does site visits is to ensure your business do exists.  This may sound weird but believe me there have been horrifying stories of people that have been awarded tenders and then the Organ of State finds out that the vendor operates out of his vehicle!  It is imperative to have an operating business.  It is also a way to combat fraud; by doing a site visit, the Organ of State verifies that the Vendor is not just a person fronting.  There have been many instances in the past where tenders have been awarded to businesses that do not actually exist.

The Evaluation Committee will also verify many other things that are important in awarding the tender.  These may include:

  • How many employees you have?
  • Do you have the correct machinery?
  • Do you enough other resources to do the job at hand?

The best advice I can give you is to be prepared.  Ensure that everything is in order the day of the site visit.  Prepare your employees so that they know what to do and what to answer when asked that tough questions.  But most of all, be happy, because you have reached the final stages of the tender process, but keep in mind that at the end of the day a site visit can go wrong, and you might not be awarded that tender. So, be prepared!

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.
Professional Panel of Services Providers for the Provision of Maintenance of ZDM Vehicles for three years period (Expression of Interest/Methodology Proposals) 2020-04-07 12:00 ZDM022/2020
Construction of Emedresini Community Hall 2020-04-29 12:00 8/2/1/412
Supply and Delivery of Chemicals 2020-04-03 11:00 none
Provision of services for the supply of tail shaft spares for iLembe 2020-04-21 10:00 DRS/13/2020
Supply and Delivery of Laboratory Tools 2020-04-03 11:00 none
Design and Construction of Paving for the Pier 1Empty stack (area 101) at the Durban Container Terminal , Port of Durban for TRANSNET SOC LTD 2020-04-28 10:00 iCLM HQ 416 /TPT
Repair of 728 Stirrer 2020-04-03 11:00 none
Calibration of a Lufft Hygrometer 2020-04-03 11:00 none
Supply and Delivery of Mj29 Fuse Holders 2020-04-06 11:00 GQ03202479
Re-advert: Provision of courier services for New LoveLife Trust 2020-04-30 12:00 LL2020/003
Provision of service for the supply of seal kits spares for the propeller hub, propeller shaft and supreme for Isandlwana 2020-04-21 10:00 DRS/14/2020
Proposal for compilation of GRAP Compliant Annual Financial Statements and Asset Register for Financial year 2019-2020 2020-05-05 12:00 RFP/TSW/01/2019-2020
Provision of marketing, communication and event management service for the Maluti-A-Phofung Special Economic Zone for 12 months (01 year) 2020-05-19 11:00 MAPSEZ 002/2019 (T)
Dell R730 Server Maintanance extension for 2 years 2020-04-06 12:00 08MAR20
Meter calibration - Bloemfontein depot 2020-04-17 11:00 AHT23871
Valuation of Land and Buildings 2020-04-17 12:00 16/2020
The Maintenance and Repairs of Lifts and Escalators for a Period of Five (5) Months at King Shaka International Airport 2020-04-30 14:00 RFQ25219
Request for Supply and Delivery of HS6046si GENERATOR HI-RAY 10 V80 at O.R. Tambo International Airport. 2020-05-29 12:00 65491
Supply and Delivery of Refreshments 2020-05-13 10:00 291G/2019/20
Supply and delivery of emergency meals for staff during disasters and or incidents for City of Cape Town 2020-04-21 10:00 296G/2019/20

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