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

Earn to learn

Title Closing Date Tender No.
Upgrading of Pniel Library and Administrative Offices, Pniel, Stellenbosch 2018-04-20 12:00 BSM 79/18
Ward 46 Senior Citizens Event Catering for 60 people 2018-03-26 15:00 GF11800752
Procurement of IT Backup / Restore & Disaster Recovery, Business Continuity and Related Services 2018-04-06 11:00 RFP060/2018
Supply and Delivery of Hand Tools. 2018-04-10 11:15 SAAT002/18
Appointment of a suitable service provider for Annual Subscription Renewal of manage engine ad audit plus for a 3 year period 2018-04-20 12:00 B/SM 78/18
For a service provider to develop Transnet's online integrated annual report for a period of nine (9) months. 2018-04-10 12:00 GSM/18/02/1603
Internal, External Paintwork and Repairs at the Franschhoek Administration Offices and Town Hall 2018-04-20 12:00 BSM 80/18
Supply and Deliver Mobrey Ultrasonic Panel Mount Controller and Transducer. 2018-03-29 12:00 GD11800884
Supplying of wood Edging machine for ESS. 2018-03-29 12:00 GD11800885
Special safety at roadworks training. 2018-04-04 12:00 SK11800252
Steel and related services 2018-04-20 12:00 WDM 12/2018
ICT Network Connectivity and Installation. 2018-04-11 11:00 PUR 806/18
Grader Bladed, plough bolts and nuts 2018-04-20 12:00 WDM 11/2018
Building and Terrain Maintenance, Upgrade, Alterations and Extensions. 2018-04-11 11:00 PUR 5600/15
New tyres and related services – Swartland & West Coast area 2018-04-20 12:00 WDM 10/2018
Supply of Drawing Equipment 2018-04-11 14:00 PUR 5800/8
New tyres and related services – Cederberg & Matzikam area 2018-04-20 12:00 WDM 09/2018
Supply and delivery of vehicle megaphone 2018-03-26 11:00 GK11800554
Oil and Lubricants 2018-04-20 12:00 WDM 08/2018
Supply: Cartridges 2018-03-27 11:00 GM11800686


Tender adjudication process

The SBD/WCBD6.1 document must form part of all bids invited.  It contains general information and serves as a claim form for preference points for Broad -Based Black Economic Empowerment (B -BBEE) Status Level of Contribution, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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