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 this need most closely and provide the best value for money. However, it's important to remember that price is only one factor. Remember:

  • Read all the documents relating to the tender.
  • Attend any briefing/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 chance, 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 evidence 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 turn them off altogether.

This is your chance to show 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 hand in your tender:

  • Review it to make sure it's complete and doesn't contain errors.
  • Make sure someone other than the original responder proof reads the entire document at least once, since it's harder to spot mistakes when you're too close to a project.
  • Check that it meets the required format and style.

Many organisations, such as government agencies, can be very stringent with their deadlines, so it's also important that you hand your tender response to the right person, at the right location, before the specified closing time and date.

Putting together a great tender can take a lot of effort, but the payoff can be enormous if you win. It's always good strategy to put as much care and attention into your tenders as you would any other area of the business.

If your tenders are as good as they can be, odds are you'll win the business. Learn how to make sure you're prepared to handle the increased workload.

To learn more about this and many other tender conditions please attend one of our How-to-Tender workshops. Tender Workshop dates are published on our website at www.how2tender.com. For more information on the tender courses please email Werner at werner@how2tender.com.

This article was written by Werner van Rooyen, Director of HowToTender (Pty) Ltd. which specializes in tender consulting and tender training.

Title Closing Date Tender No.
Extremity Drape - Size 220cm X 320cm, Spunbond Drape With Laminated Spun Bond Under Leg Area To Ensureimpervious Nature, Integrated Velcro Cable Holders, Loose Non-Slip Pad Included, Sterile, Single Packed, With Expiry & Package Date, Latex Free, Water Proof 2018-10-02 11:00 ZNQ NO.2466/ 08/ 18
Sale of Obsolete and Condemned Equipment (Scrap Metal) 2018-10-02 11:00 ZNQ NO.5251/ 02/ 18[[p
Supply & Install a Heavy Duty Aluminium Double Door Frame and Doors In The Icu Passage, Electronically Opening & Closing With an Intercom System, Fitted With a Bullet Camera for Visual Monitoring of Door & Passage Way. 01 Unit 2018-10-02 11:00 ZNQ NO.2227/ 07/ 18/
Single Lumen Picc Line 2.0fr X 25cm With Stylet. 2018-10-02 11:00 ZNQ NO.2326/ 08/ 18
One Year Sevice Contract to Press Machine at Linen Department at Grey’s Hospital. 2018-10-02 11:00 ZNQ NO.2522/ 08/ 18
Picc Needles Bd Introsyte - N Precision Introducer 26g Outer Diameter 1.1mm, Inner Diameter 0.7mm Length 19mm. 2018-10-02 11:00 ZNQ NO.5560/ 03/ 18
Supply & Fit 1xroper Pump Complete With Motor and Piping and Flanges (Type 2a M08 Pump - Delivery Of Hfo For Boiler). Motor Size (380-1.5kw - 50hz) 2018-10-02 11:00 ZNQ NO.2499/ 08/ 18
Reloadable, 4-Row, Linear Cutter, Contains 118 Titanium Staples, Knife In Reloads, Dimensions Before Closure: 4.3mm X 1.5 - 2mm, Thick Tissue, 75mm/80mm Tlc75 2018-10-02 11:00 ZNQ NO.2470/ 08/ 18
A Simple System for Accurate Intra Abdominal Pressure Monitoring In Critically ill Patients 2018-10-02 11:00 ZNQ NO.1863/ 07/ 18
Disposable Unisex(Male/Female) Underwear, Must Be Durable Elasticated Breathable Stretchable Cloth Like Material, One Size Fits all. 2018-10-02 11:00 ZNQ NO.943/ 05/ 18
Bone Marrow Biopsy Needles, Size 8 Gauge X 100mm, Must Be Disposable, Sterile & Have A Manufacture & Expiry Date 2018-10-02 11:00 ZNQ NO.1804/ 07/ 18
Disposable Draw Sheets - 100cm X 150cm, Sample Required With Quote 2018-10-02 11:00 ZNQ NO.2529/ 08/ 18
8f X 24cm Single Lumen Silicone Cv Catheter (Kit) With Surecuff, Tissue Ingrowth Cuff 2018-10-02 11:00 ZNQ NO.343/ 04/ 18
Advanced flowable hemostat matrix with flexi-tip 10ml and flowable hemosttic polysaccharide powder 3grams 2018-10-08 11:00 ZnqLS445/ LS446/ 18gaz
5 boxes of steel wire monofilament non absorbable suture with trocar point 55mm ½ circle 75cm 2018-10-08 11:00 ZnqLS444/ 18gaz
Supply Non Contact Tonometer, Handheld Pt100 Rechargeable 2018-10-11 11:00 217/ 2018 / 2019
Supply and Delivery of Intravenous, Central and Intraosseous Access Lines and Invasive Monitoring Access: 3 Year Contract. 2018-10-16 11:00 ZNB 5325/ 2018- H
Supply and Delivery of Needles and Syringes and Needles used for Regional Anaesthesia and Pain Control:3 Year Contract 2018-10-15 10:30 ZNB 5531/ 2018- H
Appointment of a service provider with 5 years experience to supply, install and maintain an Uninterrupted Power Supply to the RAF Menlyn regional Office 2018-10-19 11:00 RAF/ 2018/ 00043
Supply, Delivery, Installation, Demonstration and Commissioning of a High End Digital Ultrasound Unit With Colour and Pw Doppler with Electronic Image Transfer Capabilities for use by the Obstetrics and Gynaecology Department at Tygerberg Hospital 2018-10-19 11:00 TBH 221/ 2018

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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