Issue Date: 
Thursday, October 31, 2019

Understanding the Tender Process

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

It is imperative for all potential bidders that they familiarize themselves with the tender process in South Africa.  There are procedures that need to be followed by Organs of State when they issue a tender.  These procedures are governed by different Acts such as the Preferential Procurement Policy Framework Act (Act no 5 of 2000) and the Public Finance Management Act (Act 1 of 1999 as amended by Act 296 of 1999), to name but two.

Most of the Organs of State that issue tenders follow these procedures to the letter, but there are some Organs of State that do not follow all the procedures.  The reasons for this can be many but the main reason is that not all the procedures listed in the Acts are applicable to the specific tender or bid that has been issued.  It is therefore especially important that you as potential bidder ensure that:

  • You attend the briefing session
  • You read the whole tender document because all tenders are different
  • You make sure you take note of the closing date of the tender
  • You have completed all the documents in the bid document.

It must be stressed that the tender environment is incredibly competitive and if you submit incorrect tender documents or if your tender is incomplete, your tender will be viewed as non-responsive and would not be evaluated.  Thus, make sure you understand exactly what is expected from you as bidder in terms of goods supplied or services rendered to an Organ of State.  It is important to deliver the exact goods the Organ of State want to procure.  If the Organ of State wants to procure office furniture, ensure that you supply them office furniture and not something that looks like office furniture but is not.  The specifications of your product listed in your tender must be clear and precise.  The Supply Chain Management must be able to make an informative decision regarding your supply.  So, ensure that you understand what is required.

If you understand the tender process and you specify your supply correctly and you make sure your tender is delivered on time, then you will have a good chance that your tender will reach the evaluation process.  If you make it through the evaluation process you are in business because it is then up to the Adjudication Committee to award the tender to the best candidate.

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.
Appointment of a service provider for the cycling cutting of grass at various sport facilities, as and when required, for a period of three years from date of appointment 2021-04-05 12:00 COM004/2021
Supply and delivery of hypodermic syringes, needles, and bloodletting devices to the state for the period ending 31 October 2022 2021-03-10 11:00 RT284-2-2019
Supply, Delivery and Installation of Autoclave and Steam Generator Equipment 2021-03-24 11:00 SAMRC/PUDAC-SDIA&SGE/2020/15
Appointment of service provider to Supply, delivery and offloading of 2021 Personal Protective Equipment (PPE) for KSD TVET College as a when required basis for a period of three years. 2021-03-31 11:00 KSDTVET2021/003
Supply and delivery of non-contracted medical & surgical items: cold chain equipment (WHO qualified) and infrastructure for the storage of vaccines to the Department of Health for a 3 year period 2021-03-19 11:00 SCMU3-20/21-0270-HO
Request of Information (RFI) and Industry Specification meeting for Radiological and Imaging Equipments. 2021-03-19 16:00 RFI2021-SP01
Occupational medical practitioners for a period of (12) months part – time 2021-03-17 12:00 UMN 03/2021
Operation and maintenance of the George swimming pool, as and when required, for a period of three (3) years, from date of appointment 2021-04-05 12:00 COM003/2021
Request for Expressions of Interest: Individual consultancy services for a skills gap anaysis /capacity need assessment expert at APRM continental offices, South Africa. 2021-03-18 11:00 APRM /EOI/IC/ 19/2021
Appointment of a Service Provider for the Leasing and Maintenance of Copier Machines for a period of 36 months 2021-04-06 12:00 EPMLM/8/3/384
Replace, Repair & Restore Vandalised Electrical Supply at Signal Equipment Room 2021-03-16 10:00 10321687
Appointment of a service provider to perform an external quality assessment review of the Department of Environment, Forestry And Fisheries’ internal audit activity for a period of three (3) months 2021-04-16 11:00 Q-155-20-21
Upgrading of the Riversdale Wastewater Treatment Works: Phase 3 mechanical and electrical related works 2021-04-09 12:00 HES-TECH 33/2021
Supply and Deliver gardening equipment 2021-03-05 11:00 R-S-2021-1909
Rehabilitation Ga Sekororo Road Boq Rev3 Summary 2021-03-12 11:00 MLM/SCM/39/2020
Request For Proposal for an alternative design/solution to the current non-functional eternal flame at Freedom Park 2021-03-23 11:00 RFQ14544
Provision of catering services at Transnet/Safa School of Excellence 2021-03-19 12:00 GSM/21/02/2066
Organising, supervising and management for the development of parks and recreational areas on cleaned up selected illegal waste dumping site and under power lines within the Sharpeville area 2021-03-26 10:00 CORP5311
Appointment of preferred Service Provider for the supply of One 72 MHz C-band Space Segment Capacity for a period of Five (5) years 2021-04-01 12:00 SENT/041/2020-21
Supply and Delivery of Water and Waste Infrastructure Maintenance Materials 2021-03-26 11:00 INF-O&M58/2020/2021

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