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.
Supply: Fire hydrant 2017-11-27 14:00 GE11800761
Supply: Cement fundu 2017-11-23 09:00 GE11800758
Supply: Civil material 2017-11-28 14:00 GE11800759
Appointment of Service Provider to Develop a Growth Model 2017-12-08 12:00 T23/17/18
The supply, delivery and installation of firefighting equipment 2017-11-24 12:00 56897
Community Parks Maintenance for Ward 33, 43, 75 and 76 M/Plain 2017-12-01 09:00 SN11800471
Supply, Delivery and Installation of Handheld Meter Reading Equipment and Software 2017-12-08 12:00 T22/17/18
Community Parks Maintenance for Ward 78, 79, 81 and 82 - Mitchell’s Plain. 2017-12-01 09:00 SN11800472
Installation of house connections for approximately 180 informal houses in the Phola Park and De Hoop Farm in Malmesbury 2017-12-08 12:00 T21/17/18
Supply: Hardware items 2017-11-24 12:00 GG11800210
Supply: 48 each x padlock;brass;40mm;2 keys 2017-11-24 12:00 GG11800193
Supply and Delivery of Light Blue Refuse Bags 2017-11-30 11:00 SCM 52/17/18
Supply: 320 each x putty; quick set; wht; 125g 2017-11-24 12:00 GG11800213
Supply: door - type: flb; material: meranti 2017-11-24 12:00 GG11800212
Supply Office furniture 2017-11-24 12:00 GL11800395
The cleaning of erven in the Hessequa Area 2017-11-27 12:00 57665
Supply: Stock stationery - laser label 2017-11-24 11:00 GM11800461
Supply Stock stationery - pens 2017-11-24 11:00 GM11800460
Supply and Delivery of 5x Rugged Cellphones 2017-11-30 11:00 SCM 51/17/18
Supply: timber - type: solid meranti 2017-11-28 12:00 GG11800269

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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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