Issue Date: 
Thursday, October 31, 2019

Steps in the Tender Adjudication process

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

It is important to understand the adjudication process when one responds to a Tender or Request for Proposal.  If you have these 8 steps under control when responding to tenders, chances are good that you will proceed to the next round.

Here are 8 steps in the adjudication process that Organs of State will most often follow in determining which bidder will win the tender:

  1. Opening and recording of tenders
    When tenders are opened in public, the following features of each tender usually are announced and recorded:
  • The name of the bidder;
  • The bid price as stated on the form of tender;
  • The number of B-BBEE points claimed by the bidder;
  • Tenders usually are endorsed and dated with the approved tender stamp of the Organ of State or Private Entity.
  1. Determine whether tender responses are complete
    After the opening of tenders, the tender officials will determine the responsiveness of each tender by determining whether:
  • The tender complies with all the conditions of the Tender or Request for Proposal;
  • The tender has been properly completed and signed;
  • The tender meets the minimum resource objectives;

Above are just some of the requirements that must be met for your response to advance in the tender process.  Any tender that does not meet the stipulated requirements will be regarded as being non-responsive.  Non-responsive tenders will be eliminated from the adjudication process at this stage.  All responsive tenders will proceed to the next stage.

  1. Price Review
    The prices of all responsive tenders are checked for errors.  The Organ of State can interview Bidders who have tendered an unrealistically low price to determine whether there is a valid reason for its tender price being unrealistically low.  If the bidder cannot supply a valid reason, the tender would most probably be eliminated from the tender adjudication process.
  2. Award of points for Functionality
    Tenders that remain in contention will be awarded points for functionality.
  3. Awarding of points for Price
    At this stage, the points for price will be awarded according to the Preferential Points System.  Prices are usually adjusted to a common base so that it can be comparable with each bidder’s price.
  4. Process review
    At this stage, the legitimacy of the B-BBEE Levels claimed by the bidders will be validated and recorded.  If there are any reasons for eliminating tenders on the grounds of process review it will be recorded here.
  5. Summation of points
    The points awarded for price and B-BBEE will be added for each tender and, subject to satisfactory risk analysis; the tender which has been awarded the highest total number of points will be recommended for acceptance.
  6. Risk Analysis
    An Organ of State will do a risk analyses before acceptance of any tender to ensure that it would, if accepted, not place the Organ of State or the tenderer, at undue risk.

As one can see there are various elements that all contribute to the final awarding of a tender.

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.
Appointment Of Service Providers For The Supply, Delivery and Off-Loading Of Bulk Metering Kiosks (Bmk) and Freestanding Bulk Metering Units (Bmu) On an as-and-When Required Basis From Date Of Award Until 30 June 2024. 2021-07-22 10:00 A-EE 04 - 2021
The Appointment of a Service Provider For The Supply Of Sip Terminals, Sip Trunk Services, Telephony Support Services of a Dedicated Hosted Multi-Tenancy Pbx & Ucc Platform As Well As Direct Internet Access (Centralised Breakout) on an as When Required Basis On From Date Of Award Until 30 June 2024 2021-07-21 10:00 A-ICT 03 - 2021
The Appointment of a Service Provider for The Supply, Installation, Support and Maintenance of The Fleet Tracking Units and Monitoring Data On as and When Required Basis From Date Of Award Until 30 June 2024 2021-07-21 10:00 A-ICT 04 - 2021
The appointment of a service provider for upgrading of ten (10) existing air quality monitoring stations: supply and installation of meteorological sensors and equipment, and particulate matter 2.5 (pm2.5) analysers from date of award until 30 June 2022 2021-07-09 10:00 A-HEA 04-2021
The appointment of Electrical Contractors for the Electrification Projects in City of Ekurhuleni on an as and when required basis from date of award until 30 June 2024 2021-07-19 10:00 A-EE 17-2021
The Appointment of Electrical Contractors For The Supply, Installation and Commissioning Of 25m Counter-Balanced Highmast Lighting Structures on an as-and-When Required Basis From Date of Award Until 30 June 2024. 2021-07-23 10:00 A-EE 05 - 2021
The Appointment Of Service Providers for the Testing, Fault Location, Repair and Maintenance Of Gas Filled and Oil Filled Underground Cable Networks From 33kv To 132kv on an as and When Required Basis From Date Of Award Until 30 June 2024. 2021-07-26 10:00 A-EE 10 - 2020
The Appointment of Electrical Contractors For The Repair and Maintenance Of Paper Insulated And Xlpe Underground Cable Networks From 33kv Up to 132kv and Associated Copper and Optic Fibre Pilot Cables on an and When Required Basis From Date Of Award Until 30 June 2024. 2021-07-26 10:00 A-EE 11 - 2020
Appointment Of Electrical Contractors for the Installation Of New Medium and Low Voltage Cables (Copper And Aluminium) and Equipment as well as Pilot Cables (Optic Fibre) For Planning and Construction Reticulation Projects on an as-And when Required Basis From Date Of Award Until 30 June 2024. 2021-07-23 10:00 A-EE 11 - 2021
Appointment of a Debt Sponsor, Panel of Dealers and Settlement and Paying Agent for the IDC Domestic Medium Term Note (DMTN) Programme 2021-06-28 11:00 T24/06/21
Appointment of CIDB grading 1EB to 3 EB contractors for minor routine electrical maintenance of CoE buildings/facilities, property, plant, and equipment on an as and when required basis from date of award until 30 June 2024 2021-07-22 10:00 A-RE 01-2021
Appointment of electrical contractors with a CIDB grading of 4EB (including 3EB PE) to 9EB for electrical maintenance work in all CoE buildings/facilities, property, plant and equipment on an as and when required basis from date of award until 30 June 2024 2021-07-23 10:00 A-RE 05-2020
Appointment of service providers for distribution, putting-up and removal of printed material for various projects carried out by City of Ekurhuleni on an as and when required basis from date of award until 30 June 2024. 2021-08-12 10:00 A- CM 01-2021
Appointment of a Panel Of Specialist Forensic Investigation For the City Of Johannesburg for the Period Of Thirty Six Months (36 Months). 2021-07-09 10:30 A873
Provision of travel, accommodation and conferencing services 2021-07-09 11:00 CGET 02/2021/22
Provision of cleaning and hygiene services 2021-07-09 11:00 CGET 01/2021/22
Co-sourcing of internal audit activities 2021-07-09 11:00 CGET 03/2021/22
Request For The Provision Of Office Accommodation/Space For The Ugu District Municipality Budget & Treasury And Human Resources Units For A Period Of Thirty-Six (36) Months 2021-07-23 12:00 UGU-05-1565-2020
Service Providers To Form A Panel Of Medical Practitioners For uMgungundlovu District Municipality 2021-07-29 12:00 02/2021
Disposal/Auction Of Council Vehicle 2021-06-29 09:00 ZDMQ: 0122/06/2021

Pages

Who is the bidder or his or her representative?

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

In Organ of State tenders, the Standard Bidding Document 4 – Declaration of Inters – ask in paragraph 2.1 the following: “Full name of bidder or his or her representative... Read More

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