Issue Date: 
Wednesday, September 28, 2016

8 Rules When Submitting Your Tender Response

It is clear that people still struggle when it comes to submitting their tender response.  So below are eight rules that should always be followed:

All tender invitations have their own submission instructions. It is of the utmost importance that you familiarize yourself with full content of the tender. These instructions can usually be found at the beginning of the tender invitation document and include instructions such as:

  1. Closing date – which is the last day that the tender response can be submitted.
  2. Closing times – VERY IMPORTANT – do not be late! If the Closing time is at 11H00 it means 11H00:00 sharp. Currently, procurement entities will indicate on the tender invitation document that the time they use is the time given by dialing Telkom’s 1026 line. This is the official time in South Africa.
  3. Ensure that you submit the correct number of copies that the procuring entity has requested. You don’t want the procuring entity to take your tender response apart in order to make copies of it. Remember that there are several Bid Evaluation Committee members and each one of them must have a copy of your tender response in order to evaluate.
  4. Be mindful that the procuring entity can request different formats of your tender response. For example, they can request a hard copy or soft copy or even both.
  5. When you deliver your tender response ensure that it goes into the correct tender box. Many procuring entities will have more than one tender box available.
  6. If you have to provide samples together with your tender response ensure that the samples are also delivered at the correct address – sometimes the samples need to be delivered at a different address as the tender response – ensure you are on top of the delivery instructions.
  7. Envelopes – make sure your tender response is in a sealed envelope and that it is addressed correctly. Sometimes there is a TWO envelope process. Ensure you are up to speed with which process the procuring entity is using.
  8. Finally, write the address in a readable handwriting. If they cannot read it - your tender response will not be considered.

By following these rules you will ensure that your tender response considered for evaluation.

For more information please visit our website at www.how2tender.com

Earn to learn

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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