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.
Request to Invite Bidders to Submit Connectivity Solution and Indicative Costing to Extend Sita Network to Vendor Neutral Facilities for a period of thirty-six (36) months 2018-10-22 11:00 RFI 1803/ 2018
Request For Proposals for Supply, Installation and Maintenance of Printer Equipment’s – Operating lease for a period of 36 months 2018-10-23 11:00 RFB/ 2018/ PSiRA/ 07
Supply and Delivery of a 40GHz Vector Network Analyser 2018-10-15 11:00 NRF SARAO SDDS 003 2018
Supply and Fitment of New Automotives Gearboxes,Differentials and Transfer Cases to the South African Police Service for the period of two(2) years 2018-10-01 11:00 19/ 1/ 9/ 1/ 70TV(18)
Supply and Fitment of Re-Manufactured and New Driveline Units to the South African Police Service for the Period Of Two(2) Years. 2018-10-01 11:00 19/ 1/ 9/ 1/ 62TV (18)
Request For Information (RFI) for Digital Pen Management Solution for the South African Police Service: Division: Technology Management Services 2018-10-23 11:00 Bid no. 19/ 1/ 9/ 1/ 84TR (18)
Appointment of a Service Provider to Supply and Deliver a Refrigerated Bakkie for Kamford Vismark Primary Cooperative In Lambert’s Bay in the Cederberg Local Municipality, West Coast District in the Western Cape Province. 2018-10-12 11:00 SSC WC 04 (2018 / 2019) DRDLR
Appointment of a Service Provider to Supply and Deliver Fencing Material to Ebenhaeser, Matzikama Municipality 2018-10-12 11:00 SSC WC 15 (2018/ 2019) DRDLR
Supply and Delivery of Head Protection System to The South African Police Service for a period of two (2) years 2018-10-11 11:00 19/ 1/ 9/ 1/ 65 TT (18)
Frontier and Komani Hospital in Komani (Queenstown), Enoch Mgijima Local Municipality , EC Province : Renovations to existing staff accommodation buildings 2018-10-26 11:00 SCMU3- 18/ 19- 0287- HO
Bhisho Hospital, Bhisho, Buffalo City Municipality - Upgrading Of Theatre Mechanical and Electrical Equipment 2018-10-31 11:00 SCMU3- 18/ 19- 0247- HO
Supply, Delivery, Installation & Commissioning of a 3D Endo-anal Endoscopic Ultrasound System: Greys Hospital: Once Off 2018-10-15 11:00 ZNB 9622/ 2018- H
Supply, Delivery, Installation & Commissioning of a Rigid Paediatric Bronchoscope Set: Greys Hospital: Once Off 2018-10-15 11:00 ZNB 9621/ 2018- H
Supply and Delivery of a Wide - Field Digital Retinal Imaging System (“retcam”) (Spec No. E205) For Ngwelezane, Mccord and Edendale Hospitals: once off. 2018-10-16 11:00 ZNB 9626/ 2018- H
Supply, Delivery and Off-loading of Coal Peas at Barberton, Bethal and Witbank Management Areas (Mpumalanga Province) 2018-11-06 11:00 LMN 14/ 2018 MPUMALANGA
Supply, Delivery and Off-loading of Cleaning Materials and Toiletries at Barberton, Bethal and Witbank Management Areas (Mpumalanga Province). 2018-11-06 11:00 LMN 11/ 2018 MPUMALANGA 2
Supply, Delivery and Off-loading of Groceries at Barberton, Bethal and Witbank Management Areas (Mpumalanga Province). 2018-11-06 11:00 LMN 08/ 2018 MPUMALANGA
Disposable Antimicrobial Antifungal Step - On Umlingo Mat - 90 X 115cm 2018-10-02 11:00 ZNQ NO.2705/ 08/ 18
Endoscopic Injection Therapy Needle 22 -23 Gauge Catheter, 230cm Length, 2.0 Working Channel For Injection Of Bleeding Ulcers. 2018-10-02 11:00 ZNQ NO.2772/ 08/ 18
Supply, Delivery and Off-loading of Coal Peas for Klerksdorp, Rustenburg and Rooigrond management areas (North -West Province) 2018-11-06 11:00 LMN 13/ 2018 NORTH - WEST

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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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