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.
The Apointment of a Service Provider for the Green Building Tool Development To Agrément South Africa: Exisiting Buildings 2020-04-30 16:00 ASA 06/ 2020
False Bay College: Service1 - Provision Of Catering Service & Service 2 - Laundry Service At The Westlake Campus 2020-04-28 11:00 PUR 202/ 23/ 2 - FBC T6/ 2020
False Bay College: Service 1 - Provision of Security Services & Service 2 - Alarm Monitoring and Armed Response 2020-04-28 11:00 PUR 2600/ 34 - FBC T5/ 2020
Request for Proposals to procure the laboratory Information Management System (re-advertisement) 2020-04-28 11:00 ARC/ 12/ 09/ 19
Appointment of service provider for supply, delivery, installation, commissioning of Diesel standby generator and upgrade of electrical light fittings around the Park 2020-05-14 11:00 FP08/ 20PO
False Bay TVET College: Appointment of a Professional Civil Engineering Service Provider for the Planning, Designing, Contract Documentation And Site Supervison for the Construction Of Roads, Walkways and Stormwater at Westlake Campus 2020-04-30 11:00 FBC T3/ 2020
ORBIT TVET College invites capable and competent service providers to Supply, Deliver, Install and Commission a new back up Diesel Generator at Mankwe Campus. The Required CIDB Grading is 5EB or Higher 2020-05-08 11:00 M02/ 2020
Terms of Reference for Procurement of Asset Management System 2020-04-21 11:00 BID VA49/ 687
Licence renewal with maintenance and support of the Check Point Firewall for the South African Police Service (SAPS) for a period of 36 (thirty six) months 2020-04-16 11:00 RFB 2094/ 2019
Land Port of Entry: Golela and Onverwacht: Appointment of a Service provider/s for the maitanance and repairs of Building,Civil,Mechanical,Ele ctrical Infrastructure and Installations for a period of 36 Months 2020-04-20 11:00 H19/ 036 AI
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the Special Maintenance of National Route R342 Section 1 from Nguni River Lodge (km 14.55) to Paterson (km 24.53). 2020-04-24 14:00 SANRAL R.342- 010- 2018/ 1
SANParks invite prospective bidders for the Repair and rehabilitation to the spillway of Oudebaaskraal Dam in Tankwa Karoo National Park. 2020-04-24 11:00 CI- TN- 0053- 1
Makopong, Mc Carthy’s rest and Middelputs Land ports of entry: appointment of a service provider for the maintenance and repairs of building, civil, mechanical, electrical infrastructure and installations for a period of 36 months 2020-04-20 11:00 H 19/ 034 AI
iSimangaliso Wetland Park Authority, a schedule 3A public entity invites suitably qualified service providers to bid for the Supply, Installation and Maintenance of Park signage for the iSimangaliso Wetland Park Authority 2020-04-28 16:00 RFP NUMBER: 23/ 2019
Maseru Bridge: Land port of entry: Appointment of a service provider for the Maintenance and Repairs of Building, Civil, Mechanical, Electrical infrastructure and installations for a period of 36 month (appointment of a main contractor) 2020-04-20 11:00 H 19/ 029 AI
Acquisition of an alternative suitable office space for SITA Eastern Cape Port Elizabeth through an operating lease for a period of 5 years 2020-04-22 11:00 RFB 2082/ 2019
Provide a fleet management solution to the South African Police Service which include maintenance and support for a period thirty-six (36) months 2020-04-20 11:00 RFB 2118/ 2019
The Appointment Of Suitable Qualified Service Provider(S) to Render Services to the Department Of Environmental Affairs to Review The Waste Management By-Laws For 8 Metropolitan Municipalities in Support Of Operation Phakisa: Chemicals and Waste Economy Under The Separation Of Waste at Source Initiative Render. 2020-04-03 11:00 E 1559
RFP 44/2019-Appointment of service providers for provision of SARS offsite storage for documents 2020-05-01 11:00 RFP44/ 2019
Request to source a service provider to deliver Hygiene services to SITA Nelspruit and Middelburg building for a period of three years. 2020-04-21 11:00 RFB 2102/ 2019

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