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.
Appointment of a Professional Consulting Engineer For Planning, Design and Project Management: Refurbishment and Upgrading of Kameelmond Wastewater Treatment Works 2018-10-19 14:00 TN078/2018
Supply and delivery of fittings for MIG water meters project- Brandfort. 2018-09-26 12:00 2018/09/002
Supply and delivery of fittings for MIG water meters project- Winburg. 2018-09-26 12:00 2018/09/004
Supply and delivery of 4 core cables. 2018-09-26 12:00 13/09/2018
Quotation for 3x computer monitors, 3 laptops. 2018-09-26 11:00 KCDM/QUOTE/31/2018
Design, planning and project management of a steel structure with rooftop for the Dawid Kruiper Municipality 2018-10-12 14:00 TN078/2018
Development of an app & social media Platforms. 2018-09-26 11:00 C2/2018
Supply and delivery of digital camera and video camera. 2018-09-25 12:00 IHLM-46/09/2018-19/CS
Supply and delivery of chemicals 2018-09-25 12:00 Q005826
Supply and delivery of dry beans for led projects. 2018-09-25 12:00 Q005828
Supply and delivery of Geopositinal System (GPS) devices. 2018-09-25 12:00 Q005865
Supply and delivery of tools: Electrical Department 2018-09-27 11:00 FQ/SM : 2/19
Area East Career Expo Catering 2018- Exhibitors 2018-09-25 10:00 SM11900107
Supply, delivery and installation of a water flow meter system 2018-10-02 11:00 FQ/SM : 25/19
Consultant required to provide Monitoring, Evaluation, Accountability and Learning (MEAL) technical support to SCSA projects in Gauteng Province 2018-10-04 16:00 No reference number supplied
Supply of Services to Repair Traffic Signals and Associated Equipment within the Breede Valley Municipality 2018-09-27 11:00 288145
Consultancy services for SAP grant management implementation support 2018-10-05 15:00 ET-AUC-78675-CS-QCBS
Supply and Delivery of VBTS Collimator Insulating Piece. 2018-09-25 11:00 Themba LABS – RFQ/2018/19:84
Supply, delivery and Laying of Tiles 2018-09-28 11:00 280918
Procurement of Bus Services for Spring Schools – 4 x 30 Seater Buses. 2018-09-25 11:00 iThemba LABS – RFQ/2018/19:92

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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