Issue Date: 
Monday, August 17, 2015

Tips on formats for successful tender presentation

Tender responses have to be as informative as possible without affecting the legibility. In today’s blog, we discuss a format of what we consider to be a winning strategy. Adhering to this strategy will ensure that you will include all the necessary details required.

This winning strategy follows the ‘who, cost, how and what if’ approach. It will help you include every detail and will certainly contribute to making your tender to surface as the best amongst all responses.

Who

Study the tender and draft a list of projects which you have provided with a similar service or products before. This will demonstrate your previous experience and will convince the evaluator about your capability in delivering/servicing projects which are as similar as possible to the work being tendered for. Where possible, include reference details of clients who be contacted by the evaluator.

State clearly and in full of whom your team comprises of and the skills they have in delivering the service required. Consider including the profiles and qualifications of the proposed team members. You can also include backup resources, should there be a need for extra work or if additional resources are required.

In addition, include your technical abilities and operational procedures in detail. Think of all the technical aspects which make your organisation to be unique from your competitors and highlight these differences. This will instill confidence in the buyer as they will see that you know exactly how you propose to deliver and that you have thought the process through carefully. Highlight any methods which are particularly innovative or that demonstrate efficiency.

Cost

Highlight any areas where you believe that your solution can offer cost savings to the buyer. If you believe you have a better long-term value solution which may be more expensive upfront, provide the buyer with the necessary information to back-up your claim.

How

Identify all contract management roles and responsibilities. Describe your proposed contract management processes including project initiation, day-to-day operations, review points, quality checking, dealing with issues/complaints, reporting, lines of communication etc. Describe your customer review process and provide tangible and relevant examples.

Describe your company quality systems and procedures and include copies of relevant accreditations. Provide copies of relevant quality procedures in the tender and fully describe your quality review procedures.

What-if-Risk

Nothing makes a buyer more impressed and confident than knowing that the bidder has prepared in advance for possible risks. Therefore, indicate that you have identified the risks associated with the tender and also display well-thought methods you have already considered to reduce these risks. This may mean including a risk register with contingencies for all key activities.

Added value

A buyer will be double impressed knowing that you, as a bidder, are willing to bring in more than they have bargained for. If you are capable, include any aspects of your solution which will bring something to the buyer which is beyond their existing capability. This may include additional business benefits, new skills or methods in the delivering of the overall solution, anything that you are willing to do at no extra cost that will make the overall process more efficient and save money.

This format of tender procedures will help your tender response to be among the top choices of evaluators. It will demonstrate that you have prepared yourself, you are well-skilled and you are in the best position to provide the services or products required.

Title Closing Date Tender No.
Supply and delivery of 5 x self-propelled grass mower with detachable ride-on seat 2019-06-06 10:00 T/SOC05/2019/2020
Professional Services for the Preparation of a Social Development Master Plan for the LHWP Phase II 2019-09-02 14:00 6032
Provision of HIV Counselling and Testing (HCT), Wellness Screening Services and Employee Assistance Programme (EAP) for a period of (36 months) three years. 2019-06-20 14:00 SW/HCTEAP/201908
Appointment of a Service Providers for Collection, Manage Waste and Dispose various Scrap Material within Autopax 2019-06-11 12:00 APX/ SCM/ 002/05/ 2019
Appointment of a Service Provider for the Supply and Delivery of Bus Brake Parts and Brake Shoes Riveting 2019-06-11 12:00 APX/ TECH/ 001/05/ 2019
Evaluation of the Norwegian Ministry of Foreign Affairs Support to the Development and Implementation of the African Union Human Rights Decade Project (2016-2018): 2019-06-07 15:00 AUC/DPA/CS/04
SAP System Support Services for Motor Vehicle Accident Fund (MVA Fund) 2019-06-28 15:00 MVAFUND-RFP-02-2019: SAP Support Services for MVA Fund
Appointment of Service Provider for Compilation of Annual Financial Statements for a period of one (1) year. 2019-06-03 11:00 SK8/3/1- 37/2018/19
De Hoop/Malekana Water Scheme – Contract B – Storage 2019-06-19 11:00 SK8/3/1- 36/2018/19
De Hoop/Malekana Water Scheme – Contract A – Bulk Pipelines 2019-06-19 11:00 SK8/3/1- 35/2018/19
Appointment of a Service provider for Supply and Delivery of a TLB 2019-06-03 12:00 DLM02/2019
Construction of Burgersfort Ext 71 & 72 road and water 2019-06-13 12:00 FTM/T32/18/19
Construction of Burgersfort Ext 58 road and storm water 2019-06-13 12:00 FTM/T31/18/19
Construction of Magakala access bridge & access road 2019-06-13 12:00 MIG/LP/2286/R,ST/18/21
Construction of Magotwaneng access bridge & access road 2019-06-13 12:00 MIG/LP2069/ST/16/17
Appointment of designated service providers to form an efficient Hospital Network for the Government Employees Medical Scheme (GEMS) for a period of one year commencing 01 January 2020, which contract may be annually renewable for a maximum of two (2) more years 2019-06-20 11:00 GEMS/HospitalNetwork/ 2019/CON007
Kwazulu-Natal: Department of Health: Durban: Addington Hospital. Instyall pigeon proofing to foyer and roof 2019-06-24 11:00 ZNTD 04752W
ZNTD 03850W: WIMS 063936: Kwazulu-Natal: Department of Education: Stanger (Mbitane Area): Enyokeni Junior Primary School: Water and Sanitation: Phase 3. 2019-06-21 11:00 ZNTD 03850W
Kwazulu-Natal: Department of Education: Pinetown: Ingqungqulu High School: Water and Sanitation: Phase 3. 2019-06-21 11:00 ZNTD 03830W
ZNTD 04776W: WIMS 066099: Kwazulu-Natal: Department of Education: Ndwedwe: Magudwini Junior Primary School: Replacement of doors, windows, chalkboards and painting *Contract Period: Three (03) months. 2019-06-10 11:00 ZNTD 04776W

Pages

Must my business be registered in order to tender?

By Werner van Rooyen

www.howtotender.co.za

31 January 2019

Once, a very anxious business owner phoned me and asked if I can supply him with a CK number. I was amused by this and first asked why he asked me for such a number and secondly for what did he need a CK number for? He said that because of my Tender Manual that he bought, he thought that maybe I can help him with a CK number. Also, at the briefing session of the tender that he was responding to, the person in... Read More

Free Keyword search

Search all tender notices for FREE!

No subscription or registration required!

You can also search by the reference of the the tender.

Advanced search

Search by Issuer, Region or Sector, individually, or using any combination of the three.