Tender Briefing sessions, Site Meetings & Information Sessions

If you have ever responded to a request for quotation or a competitive bid you will have come across a 'Briefing Session, Site Meeting or Information Session'. These are meetings that are held before the quotation or a competitive bid (tender) is due.

Most of the time these sessions is compulsory and not attending it can and might most probably lead to your tender response being disqualified.

Here are a number of things that you must remember when you attend one of these sessions:

Tender openings and responsiveness

By Werner van Rooyen

13 April 2015


We often attend tender opening sessions but does anyone stop and ask what must be done at such events? Here are the core steps that need to be followed when government entities open and record tenders responses in public:


Title Closing Date Tender No.
Construction Of Mkhuhlu & Mthonjaneni Streets 2018-01-26 11:00 161/2017
Supply & delivery of PE 100 class HDPE pipes & fittings 2018-01-30 10:00 SAZ RME 3001/2017
Design, manufacture, delivery, erection, testing and commissioning of four (4) one-over-five high diesel electric, single lift rubber tyred gantry cranes for Transnet SOC Ltd 2018-01-30 10:00 iCLM HQ 185/TPT
Provision of catering services (kitchen management) at Halfweg (book off facility) on the Iron Ore Line for a period of 24 months 2018-01-30 10:00 SAZ/3003/2017
Appointment of a contractor for the construction of additional new facilities at Vooruirsig Primary school in Kimberley, for Northern Department of Education 2018-01-02 11:00 NC/DE/009/2017-2018
Request for proposal for the appointment of a service provider render Short Term Insurance Broking Services to the Unemployment Insurance Fund 2018-02-09 11:00 UIF11/2017
Supply: Coffee; instant; 1kg tin 2017-12-18 15:00 GF11800537
Supply raided mesh wire 2017-12-19 14:00 GE11800893
Supply Bore hole pipes 2017-12-19 14:00 GE11800883
Service of the Emergency Power Supply Generator at the Disaster Management Centre 2017-12-20 12:00 6/5/2/288
Supply: Snack packs 2017-12-18 15:00 GF11800536
Service Agents to Service Rosenbauer Fire Pumps in Various Fire Stations 2017-12-20 12:00 6/5/2/19
Supply info signals 2017-12-19 14:00 GE11800882
Accommodation needed in Paarl Area 2017-12-20 12:00 6/5/2/141
Supply and delivery of Fencing Material at Vanrhynsdorp 2017-12-20 12:00 6/5/2/43
Supply and delivery of Tyres at Moorreesburg 2017-12-20 12:00 6/5/2/141
Supply 400mm Inlet Valve at Kloofnek 2017-12-19 14:00 GE11800877
Supply: mainline valve 2017-12-19 14:00 GE11800876
Service and Repairs of Transformators at Ganzekraal Holiday Resort 2017-12-20 12:00 6/5/2/106
Supply: interface line bore connector 2017-12-19 14:00 GE11800880


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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