Briefing sessions, site meetings & Information sessions
Written by Werner van Rooyen
If you have ever participated in a request for a quotation or competitive bid, you are likely familiar with Briefing Sessions, Site Meetings, or Information Sessions. These meetings occur before the submission deadline for a quotation or tender.
Attendance at these sessions is often mandatory; failure to attend may result in disqualification of your tender response.
Here are several key points to remember when attending one of these sessions:
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Arrive On Time: In the past, arriving late was often permissible, but that is no longer the case. Doors may be locked promptly at the cut-off time specified in the tender document or advertisement, preventing entry.
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Sign the Attendance Register: Ensure that you sign the attendance register using the name of the company submitting the tender. If you represent multiple companies, use the name corresponding to the company that will respond. If you plan to submit a bid as part of a Joint Venture, sign using the Joint Venture’s name.
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Purchase the Tender Document: If you need to buy the tender document in advance, particularly from municipalities, arrive at least an hour prior to the session. Expect potential delays due to queues, which could result in tardiness.
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Ask Questions: The information session is an excellent opportunity to seek clarification. Review the tender’s scope and requirements beforehand and prepare questions to ensure you fully understand what is expected.
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Assess Your Competition: Use this time to gauge the competitive landscape. If only a few individuals attend, your chances of winning may be favourable. Conversely, a large turnout suggests a more challenging competition.
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Bring Your Partner/Subcontractor: If you plan to submit a joint bid or involve a subcontractor, consider bringing them along to the session. First-hand information is always more reliable than second-hand accounts.
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Evaluate the Opportunity: Sometimes, tender descriptions can be ambiguous. After attending the session, you may reassess whether this opportunity aligns with your capabilities, as responding to tenders can be time-consuming and costly.
Finally, it is advisable for the individuals responsible for preparing the tender response to attend the Briefing Session themselves. Critical information is shared during these meetings, and absence could lead to incomplete or non-compliant submissions. Do not delegate this responsibility to a driver or secretary, as vital updates, such as new submission deadlines, may be announced that you would miss otherwise.
By adhering to these guidelines, you significantly enhance your chances of being awarded a tender.
Consider attending our “Become a Tender Expert” two-day workshops and webinars. You can register online at www.howtotender.co.za/workshops/. If you need further information, please contact us at info@howtotender.co.za.