Issue Date: 
Wednesday, September 28, 2016

8 Rules When Submitting Your Tender Response

We recently presented our tender workshop: 'How to respond to a tender correctly', and we realized that there are still people that struggle when it comes to submitting their tender response.

Here below are eight rules to follow, when submitting your tender response.

All tender invitations have their own submission instructions. It is of the utmost importance that you follow these instructions. These instructions can usually be found at the beginning of the tender invitation, 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 sharp. Most 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 required. You do not want the procuring entity to take your tender response apart in order to copy it. Remember that there are several Bid Evaluation Committee members and each of them must have a copy of your tender response to evaluate it.
  4. Be mindful that the procuring entity can request different formats of your tender response, e.g. they can request a hard/soft copy or both.
  5. When you deliver your tender response ensure that it is into the correct tender box. Many procuring entities have more than one tender box.
  6. If you must provide samples together with your tender response, ensure that the samples are also delivered to the correct address. Sometimes the samples need to be delivered to a different address as the tender response, ensure you follow the delivering instructions carefully.
  7. Envelopes - make sure your tender response is in a sealed envelope and that it is addressed correctly. Sometimes there is a TWO envelope procedure. Ensure you are following the correct procedure, which the procuring entity is using.
  8. Finally, write the address in a legible handwriting. If they cannot read it - your tender response will not be considered.

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

To learn more about this and many other tender conditions please attend one of our How-to-Tender workshops. 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.
Appointment of a service provider to render internal audit services to Robben Island Museum for a period of three (3) years 2018-10-12 11:00 RIM EXE 01-2018 /2019
Design and develop a renewable energy hybrid mini-grid that is sustainable 2018-09-21 12:00 #91119897
Appointment of a Principal Agent to provide Civil and Structural services for the proposed Telecommunication site at Colesberg in the Northern Cape. 2018-10-23 12:00 SENT/030/2018-19
EMC Infrastructure Upgrade. 2018-10-09 13:00 RFP-18/19/28/EMC Infrastructure Update
For ¾ Pillow Top Bed Including Base for NHLS Delmas Laboratory, Mpumalanga. 2018-09-26 08:30 1420581
IBM Infrastructure Upgrade/AVW. 2018-10-09 11:00 RFP-18/19/29/IBM Infrastructure Upgrade/AVW
Biosafety Cabinet 2018-09-21 11:00 RFQ 1446901
1 x Upright Light Microscope 2018-09-25 11:00 1667839
Request for the Installation of access Control to the NICD Cottage Gates 2018-10-01 11:00 0911059/18-19
HP Infrastructure Upgrade. 2018-10-09 11:00 RFP-18/19/30/HP Infrastructure Upgrade/AVW
Microscope 2018-09-21 11:00 RFQ 1469472
Provision of Design, Supply, Install, Test And Commission Of Roof At Limpopo Lumber Politsi. 2018-10-09 12:00 TPIR/TZA/680 (Q) CIDB
For 4x Wooden Oak Filing Cabinets For Evander Laboratory 2018-09-26 10:00 RFQ 1420571
Provision of professional services for the implementation and management of the rural road asset management system in the Frances Baard District for a period of three (3) years. 2018-10-09 12:00 BID 14/18
Request for Proposal for Tourism Strategy and Implementation Plan. 2018-10-09 12:00 2/2/4/2018-19
For 4x Wooden Oak Filing Cabinets For Piet Retief Laboratory 2018-09-26 10:00 RFQ 1420574
For 4x Wooden Oak Filing Cabinets for Mmamethlake Laboratory 2018-09-26 10:00 RFQ 1420570
Request for Proposal and Repair/Sealing of Maokeng Reservoir. 2018-10-09 12:00 3/2/7/2018-19
For time and date Recorder for Tonga Labaratory 2018-09-26 10:00 RFQ 0704979
Establishment of a panel of service providers for provision of financial technical support services to provincial Departments and public entities in the North West Province on an as-and -when required basis for a period of two (2) years. 2018-10-10 11:00 NWDF04/2018

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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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