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 Paraffin (Re-advertisement). 2018-05-17 12:00 FBS/PAR-BTO-CL-MHLM 2017-18
Professional services: short term insurance portfolio for period of 3 years 2018-05-11 14:00 SCM 17/2018
Supply, Delivery, Installation and Commissioning Of 12KV Switchgear Panels. 2018-05-25 12:00 T38.17.18
Tender for the provision of Travel agency and associated services for King Cetshwayo District for the period ending 30 June 2021. 2018-05-28 12:00 KCDM/19/2018
Electrical and mechanical infrastructure for new inlet works at the Riversdale Wastewater Treatment Works – Phase 2B. 2018-06-01 12:00 HES-TECH 13/1718
Re-Advert: Supply and Delivery of ± 3 (Three) on / off Road Motorbikes by an accredited dealer 2018-05-15 12:00 BS 08/04/2018
Supply and delivery of building works material 2018-05-11 14:00 SCM 19/2018
Eden District Municipality Invasive species monitoring control and eradication plan for its properties. 2018-05-11 11:00 ITE/31/17-18
Printing of an IDP Document. 2018-05-11 11:00 ITE/32/17-18
Panel of service providers for supply and delivery of metering kiosk. 2018-05-11 12:00 A034-2017/18
Appointment of a Maximum of Two (02) Consultants for Designs, Supervision, Monitoring and Project Management of all Municipal Buildings and Community Facilities Projects for a period of 3 (three) years on an ad hoc basis 2018-05-29 12:00 BS01/04/2018
Panel of service providers for supply and delivery of streetlight fittings as and when required. 2018-05-11 12:00 A035-2017/18
Provision of bulk processing, printing, posting and distribution of monthly statements. 2018-05-11 12:00 A036-2017/18
Provisioning of professional services for the Offshore Baseline (OSSB) contamination study in the Port of Saldanha. 2018-05-11 10:00 TNPA SLD249/04/2018
Annual large herbivore survey in the protected areas in the North West province for a period of three years. 2018-05-15 11:00 NWPB/RFT/AERIAL GAME COUNT/002/2018
The Appointment of a service provider for the purchasing, delivery and commissioning of the following: Inductively Coupled Plasma Atom Emission Spectroscopy System and Ultra Performance Liquid Chromatograph coupled with an Ultraviolet Detector. 2018-05-17 11:00 4.4.12.2/4/18
Supply and Delivery of Dairy Products to Gauteng Provincial Government (GPG) Departments Institutions and State Information Technology Agency (SITA) for a period of 36 months. 2018-05-18 11:00 GT/GPT/068/2018
Supply and Delivery of Dry Groceries and Toiletries to GPG Departments and SITA for a period of 36 Months. 2018-05-18 11:00 GT/GPT/069/2018
Request to go out on an urgent RFB to acquire an alternative suitable office space for SITA Mpumalanga Nelspruit through an operating lease for an initial minimum period of 5 years with an option to / renew/ extend for a maximum of another (5) five years. 2018-05-18 11:00 RFB 1731/2018
Rendering of Security Services for Various Areas within the WC024 Municipal Jurisdiction, Until 30 June 2021 2018-06-01 12:00 BSM 87/18

Pages

Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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