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.
Supply and delivery of hand sanitizer, gloves and masks 2020-07-14 12:00 14/2020/2021
Supply and Delivery of Laptops 2020-07-16 12:00 15/2020/21
Provision of loan finance 2020-08-05 12:00 T 01 OF 2020/21
Appointment of a suitable qualified and experienced service provider as auctioneer for a period of three (3) years to conduct the auctions of municipal owned fixed assets, moveable property and impounded vehicles on behalf of the municipality 2020-08-05 12:00 T 02 of 2020/21
Erratum: Extension of validity period for additional: 120 days for electrical database and mechanical database 2020-07-10 11:00 ZNB 5731/ 2019- H/ ZNB 5730/ 2019- H
Erratum: Provide a fully managed enterprise picture archiving and communications system for the Gauteng Department of Health (GDOH) with maintenance and support for a five (5) year period 2020-07-24 11:00 RFB 2186/ 2020
Erratum: Supply & install a hosted internet protocol telephone system & IP phones for the Dep of Higher Education & Training 2020-07-17 11:00 RFB 2158/ 2020
Erratum: Request for Proposals: Appointment of a panel of suitable service providers to supply and deliver office stationery to the NHBRC for a period of three (03) years. 2020-07-10 11:00 NHBRC 41/ 2019
Erratum: Supply maintenance of network cabling for saps for a period of three (03) years 2020-07-24 11:00 RFB 2126 - 2019
Request for Proposal: Establishment of a frame agreement for provision of translation and interpretation services for UNHCR offices in regional bureau of Southern Africa. 2020-08-07 16:00 RFP/020/HCR/RBSA/SUP/019
Request for Proposal: Establishment of a frame agreement for provision of maintenance services for canon multifunction printers for UNHCR offices in South Africa 2020-08-07 16:00 RFP/020/HCR/RBSA/SUP/017
Sale of aircraft - Aero Commander 690A (ZS-JRB) and Piper Twin Comanche (ZS-CAN) 2020-07-24 11:00 DISP- 001/ 20
Appointment of a panel of Professional Property Valuation Practitioners to conduct the valuation of buildings and\or land parcels 2020-07-24 11:00 SHRA/ RFB/ PD&F/ 01/ 2020/ 21
Appointment of the service provider for the provision of Employee Health and Wellness Programme (EHWP) to PPSA nationally over a period of three (3) years 2020-08-07 11:00 PPSA 005/ 2020
Appointment of the service provider for the provision Legal Services (panel of attorneys) for a period of three (3) years 2020-08-03 11:00 PPSA 001/ 2020
Alternative suitable office space for SITA North West Rustenburg offices through an operating lease for a period of 5 years 2020-07-24 11:00 RFB 2166/ 2020
Provision of Electrical maintenance services for SITA Pietermaritzburg and Durban Offices for a period of 36 months 2020-07-27 11:00 RFB 2156/ 2020
Appointment of a Qualified and Experienced Professional Service Provider to Provide The Railway Safety Regulator with a development of a new technology platform/solution, NIMS Next Generation(NIMSNextGen), to improve operations and reduce risk 2020-07-24 12:00 RSR/ RFP/ NIMSNextGen/ 20/ 07/ 02
The Nelson Mandela Museum invites quotations from accredited service providers for the supply and installation of internet connectivity services at the Bhunga Building 2020-08-03 12:00 RFQ 2020 - 13
To Acquire The Services of a Courier Company (Freight Forwarding Agent) To Transport Radioactive Material (Radiopharmaceuticals) From Ithemba Labs, Cape Town To Its Clients (Hospitals/Clinics) Within South Africa And Namibia for a period of five (5) years 2020-08-03 11:00 NRF/ iThemba LABS/ 2019–20: 19

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