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.
Cherry Picker battery operated trailer type as per Specification. 2017-11-28 11:00 SPSC- B- 029-2017
Supply and Delivery of A4 Duplicating (Copy) Paper 2017-11-27 11:00 SPU/ B/ DSS/ 113/ 17
Appointment of an Environmental Assessment Practitioner (Eap) to Conduct Environmental Impact Assessment (Eia) for Slops Treatment Facility within the Coega Special Economic Zone (CSEZ) 2017-11-28 12:00 CDC/ 418/ 17
Provision of Sewage Treatment Plant Services 2017-11-27 14:00 MED00108Gx
Upgrading of existing Fire Booster Pump Station to ASIB requirement and Maintenance 2017-11-29 11:00 GRJ 15/2017
Appointment of a professional civil engineering service provider for the rehabilitation of runways and RET'S at O. R. Tambo International Airports 2017-11-29 12:00 ORT 140/2017
Provision of technical support for development and implementation of Capacitation Building Strategy for the Western Cape Government (WCG) for a period of six (6) months 2017-11-30 11:00 WCPT01/2017/18
Supply, Operation and Maintenance of Photocopier machines for a period of three years 2017-11-30 11:00 17/2017
Provision of security service for a period of three years 2017-11-30 11:00 19/2017
Printing of Municipal Newsletter for a period of three years 2017-11-30 11:00 20/2017
Provision of specialised legal advice and services for a period of three years 2017-11-30 11:00 10/2017
Request for C12 Upgrade 2017-12-01 10:00 SCM2017-09-01
The design, manufacture at works, testing, quality assurance, delivery to site or stores, off-loading, erection, commissioning, de-commissioning and disposal of Valve Regulated Lead Acid Cells; battery stands and battery cabinets, and all accessories. 2017-11-30 10:00 CORP4244
Construction of Mahoxo Road Phase 2 2017-11-30 11:00 AMLT13/2017
Request for proposal for the resuscitation of government garages in the four districts mucipalities of the North West province for the period of twenty (20) years 2017-12-01 11:00 CS&TM 11/17/18
Meetmekaar Water Supply 2017-12-01 11:00 NMMDM 17/18/06-A PMU
Springbokpan Water Supply 2017-12-01 11:00 NMMDM 17/18/06-B PMU
Provision of short term insurance broker services for a period of 36 months 2017-12-01 11:00 NMMDM 16/17/07 CRSS
Supply and delivery of one (1) new two-wheel drive cab tractor 2017-12-01 12:00 HES-EL 09/1718
Supply of Materials (Carpentry, Building and Plumbing for Makhado, Mutale and Obed Mashaba Fire station) 2017-12-01 12:00 VDM/CORP/29/09/2017/02


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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