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.
Provision of Events Services: Municipal Year-End Function 2017-12-21 13:00 SCM/2018/177/CORP
Supply: Building material 2017-12-18 14:00 GE11800903
Supply: Extruder 2017-12-21 14:00 GE11800905
Supply and delivery of loud hailers to ZDM Vehicles 2017-12-19 12:00 ZDMQ 0403/12/2017
Supply and delivery of Stationery 2017-12-19 12:00 ZDMQ: 0404/12/2017
Training on Demonstrate Knowledge of Waste Water Pipe Unblocking and Maintenance 2018-01-11 12:00 ZDMQ0405/12/2017
Training on Construct Water Reticulation Concrete Works 2018-01-11 12:00 ZDMQ0406/12/2017
Supply Hardware items 2018-01-15 12:00 GG11800417
Training on applying Health and Safety Practices in the water sector for process operations 2018-01-11 12:00 ZDMQ0407/12/2017
Supply Hardware items 2018-01-15 12:00 GG11800416
Supply strapping - material: grade 304 stainless steel 2018-01-15 12:00 GG11800419
Training on Conducting a workshop on Job Evaluation Systems, Job Descriptions Alignment with the Organogram and Change Management 2018-01-05 12:00 ZDMQ0408/12/2017
Supply: Water distribution material 2017-12-21 14:00 GE11800898
Electrification of 136 Households in Nuresh A and B Villages 2017-12-29 12:00 MATAT 2017/2018-28
Supply: Engineering materials 2017-12-18 14:00 GE11800901
Provision of Website Hosting, Development, Redesign and Maintenance Services 2018-01-09 12:00 MATAT 2017/2018-31
Provision of Training on Construction Roadworks (National Certificate NQF Level 2- Unit Standard 24133) for 10 municipal employees 2017-12-29 12:00 MATAT 2017/2018-32
Supply polymer grids, covers and frames 2017-12-21 14:00 GE11800902
Provision Electronic Document Management System 2017-12-29 12:00 MATAT 2017/2018-27
Supply: Valve 2017-12-21 14:00 GE11800904

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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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