Issue Date: 
Tuesday, March 4, 2014

Understanding the Tender Process

By Werner van Rooyen

www.how2tender.com

3 March 2014

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 therefor very important that you as potential bidder ensures that:

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

It must be stressed that the tender environment is very competitive and if you produce 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 isn’t. The specifications of your product listed in your tender must be clear and precise. The Supply Chain Management must be able to make a informative decision regarding your supply. So ensure that you understand what is required.

If you understand the tender process and you spec 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.

If you want to learn more about the tender process and how to complete a tender correctly and hopefully successfully, please visit our website at www.how2tender.com to find out more.

Until next time - happy tendering.

Don’t delay, get educated today!

Title Closing Date Tender No.
Supply of material and installation of Beta fencing at Thubelitsha Park in Kayamandi 2017-09-05 11:00 FQ/SM30/18
Supply: Filing kit, file, chain, guide bar 2017-08-23 12:00 W041800160
Appointment of a Suitably Qualified, Professional Conference Facilitator to Organise a Housing Summit in Conjunction with Directorate: Human Settlements and Property Management at Stellenbosch Municipality in September 2017 as per specifications 2017-08-31 11:00 FQ/SM 32/18
Supply and deliver ifm inductive sensors 2017-08-23 12:00 W041800163
Purpose of the proposed programme is to celebrate national youth day through a Mayoral Skills Development programme 2017-09-05 11:00 FQ/SM35/18
Mayoral Youth Skills Development: General building maintenance training 2017-09-05 11:00 FQ/SM37/18
Supply and delivery of 66 EPWP uniforms 2017-08-28 12:00 KZN294/00016-EPWP/2017/18
Training of TDA Staff in Coreldraw 2017-08-29 12:00 A071800124
Driver Training, Code C1 (10) & EC (14) in TDA 2017-08-29 12:00 A071800128
Supply: Taps 2017-08-28 15:00 R101800139
Basic Incident Command Training (Based on FEMA ICS) 2017-08-29 12:00 A071800127
Portable toilet hire & service 2017-08-24 14:00 A071800126
Provision of Legal Services 2017-09-01 12:00 SCM/2018/90/CORP
Supply and delivery of 40" tv with brack 2017-08-24 11:00 W061800095
Hiring of ambulances 2017-08-23 12:00 ZDMQ0201/08/2017
Supply and delivery of sound equipment 2017-08-29 11:00 W061800090
Accommodation for Msizi NQF 3 training around Ulundi 2017-08-23 12:00 ZDMQ: 0203/08/2017
Supply: Safety clothing 2017-08-25 10:00 R011800157
Accommodation for the Msizi Learnership Training around Ulundi 2017-08-23 12:00 ZDMQ: 0204/08/2017
Supply and delivery of telephones 2017-08-24 11:00 W061800103

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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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