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.
Tenders are invited to provide Lumion Essentials Training 2017-12-04 11:00 CSQ11171189
Supply: Gloves 2017-11-29 10:00 GA1180192A
Tenders are invited to provide Revit Advanced Training 2017-12-04 11:00 CSQ11171189
Tenders are invited to provide Revit Intermediate Training 2017-12-04 11:00 CSQ11171189
Supply 20 each x harness; weedeater 2017-11-28 10:00 GA1180193A
Tenders are invited to provide Revit Essentials Training 2017-12-04 11:00 CSQ11171189
Supply: Plants 2017-11-28 16:00 GC11800356
Bidders are invited to provide training for Intermediate Leadership Programme 2017-12-04 11:00 CSQ11171187
Bidders are invited to Repair Scrubber Machine for Fresh produce market Scope of Work 2017-12-04 11:00 CSQ11171187
Supply Klorman Cartridges for Water Purifying 2017-11-28 16:00 GC11800357
Manufacture, Supply and Commissioning of an Inkjet Printing System to Upgrade an Existing Wide Web Printing Press at the Government Printing Works. 2018-01-15 11:00 GPW- M 361
Appointment of a service provider to render hygiene services for the Department of Rural Development and Land Reform: Office of the Chief Registrar of Deeds, Deeds Registry Pretoria, Chief Surveyor General and Surveyor General for a period of 36 months 2017-12-15 11:00 DRDLR (CRD- 08) 2017/ 18
Supply and print ambulance return books x 600 units 2017-12-01 11:00 ZNQ 459/ 17/ 18
Supply and Deliver Bark Chips to City Parks Depot , Sacks Circle Drive Bellville South. 2017-11-28 16:00 GC11800358
Stationery items 2017-12-01 11:00 ZNQ 130 / 2017/ 2018
Appointment of a service provider to render Security Services in Klerksdorp Regional Office for a period of 24 months 2018-01-05 11:00 DMR/ 018/ 2017/ 18
Appointment of three service providers to supply and deliver fresh fruit as and when required over a period of twenty four months (24) . 2017-12-15 11:00 NRFNZG- 027- 2017/ 18
Supply carbolic soap 2017-11-28 16:00 GC11800360
Appointment of a service provider to render Security Services in Rustenburg Regional Office for a period of 24 months 2018-01-05 11:00 DMR/ 019/ 2017/ 18
Appointment of two service providers to supply and deliver fresh and processed vegetables as and when required over a period of one (1) year 2017-12-15 11:00 NRFNZG- 028- 2017/ 18

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Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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