Issue Date: 
Tuesday, October 25, 2016

3 Basic Tips to Remember When Responding to a Tender

When responding to tenders, whether it is Public or Private Sector, it is vital that your business makes a good impression by following these tips:

Do Your Research

Basically, a tender is an invitation to bidders to submit their proposal for a specified business need. The contract will be awarded to the bidder who can meet the need most closely and provide the best value for money. However, it’s important to remember that price is only one factor. So, read all the documents relating to the tender, attend any briefing or information sessions that are offered and make sure you understand the scope of work. If there are any uncertainties, have them clarified as early as possible.

If you have the opportunity, also research the Public or Private Sector Entity’s history, background, operations and any details about previous tenders. Another way to get a head start over the competition is to network and build relationships with the key decision makers prior to the bidding process.

Address all the Scope of Work

Every bidder will be evaluated against the tender criteria or functionality, so it’s important that you address them clearly and concisely. Make sure you also provide supporting proof if available, such as profit figures and other key performance indicators from similar projects you have worked on. Be careful about going too far, though. Providing too much information could overwhelm your potential client and create a negative impression.

This is your chance to prove that you are experienced, reliable, and confident that you can deliver on what’s required. It’s also your opportunity to differentiate yourself from the competition.

Review, review, review

Before you submit your tender, review it to make sure it’s complete and doesn’t contain any errors. Ask someone, other than the original responder, to read over the entire document at least once to double-check everything. Also, check that it meets the required format and style.

Many organisations – such as government agencies – can be very stringent with their deadlines, therefore it’s important that your tender response is submitted to the right person, at the right location, before the specified closing time and date. Compiling a comprehensive tender requires a lot of effort, but the payoff can be substantial should you win.  It’s always a wise strategy to put as much care and attention into your tenders as you would any other area of the business because if your tender responses are the best they can be, the odds are you’ll win the business.

To learn more about this and many other tender conditions please attend one of the How-to-Tender workshops on www.how2tender.com

Title Closing Date Tender No.
Surgical gown disposable re-inforced large x 2000 units 2017-11-01 11:00 183/ 09/ 17
Service to theatre air validation (03) 2017-11-09 11:00 ZNQ00341/ 2017- 18
Pest Control and Fumigation (Gateway Clinic) 2017-11-14 11:00 ZNQ: 409/ 17/ 18
Ultrasound infrared machine (portable) x 1 (specification attached) 2017-11-01 11:00 187/ 10/ 17
Colonoscope video x 1 (specification attached) 2017-11-01 11:00 189/ 10/ 17
Pest Control and Fumigation (Elim Clinic) Contract Period: 12 Months 2017-11-14 11:00 ZNQ: 398/ 17/ 18
Pest Control and Fumigation (Elim Clinic) Contract Period: 12 Months 2017-11-14 11:00 ZNQ: 398/ 17/ 18
Lounge suits 4 piece (6 seater). Please refer to specification 2017-11-09 11:00 ZNQ 497/ 17- 18
Clean cut autopsy saw x 03 (specifcation attached) (Item used to cut plasters in the plaster room) 2017-11-01 11:00 186/ 10/ 17
Pest Control and Fumigation (Mobile and PHC Offices). Contract Period: 12 Months 2017-11-14 11:00 ZNQ: 399/ 17/ 18
Vaccine fridge (-40 fridge), quantity x 10. Refer to specification. 2017-11-09 11:00 ZNQ 503/ 17- 18
Tonometer ICARE x 1 (specification attached) 2017-11-01 11:00 192/ 10/ 17
The appointment of a service provider to conduct elephant research in support of the Elephant Research Strategy for the Branch: Biodiversity Conservation for a period of three years 2017-11-10 11:00 E 1422
The appointment of the service provider to assist DEA with construction/ erection of game fence at Awelani Community Conservation Area 2017-11-10 11:00 E 1421
Department Of COGHSTA invites contractors for the establishment of contractor database for the construction of BNG Human Settlements for a period of three (3) years i.e. 36 months. 2017-11-17 11:00 NC/ 11/ 2017
Supply and deliver Industrial gas Stoves - 6 plate burner with oven 2017-11-03 11:00 ZNQ: 708/ 17- 18
Supply and deliver Insulated Dome covers and bases 2017-11-03 11:00 ZNQ: 697/ 17- 18
Appointment of a service provider for the rental and maintenance of water dispensers for The Department of Arts and Culture (DAC) for a period of two years 2017-11-10 11:00 DAC 10/ 17- 18
Supply and deliver Platform Trolley 2017-11-03 11:00 ZNQ: 687/ 17- 18
Gown surgical sterile re-inforced large x 7000 units 2017-11-01 11:00 108/ 07/ 17

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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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