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.
Supply: Accessories 2017-12-01 10:00 GA11800224
Supply and Delivery of Petroleum Products for a period of three (3) years to JB Marks Local Municipality 2018-01-10 12:00 82/2017
Camera inspection and cleaning of sewers in various roads in District 1 2017-12-01 12:00 SK11800201
Remove, supply and fit, hand rails, pvc gratings and modular & dock ladders. 2017-11-28 10:00 SK1180160A
Construction of Non-Motorised Transport Facilities on an Ad-Hoc Basis for a period of 3 years in Polokwane 2018-01-10 10:00 PM112/2017
Provision of an approved panel of shuttle services nationwide 2017-12-01 14:00 TG099017
Rehabilitation and Upgrading of IRPTS Trunk Extension in Seshego within Polokwane Municipality Phase 2-Section A 2018-01-11 10:00 PM109/2017
Supply Streetlight poles 2017-11-28 15:00 GJ11800508
Rehabilitation of Feeder Routes 2018-01-11 10:00 PM110/2017
Hire of a premium flushable toilet with basin on a Licensed trailer 2017-12-01 12:00 SK1180184A
Provision of an approved panel of laywers 2017-12-01 14:00 TG099017
Provision of 276 security guards for a period of 3 years 2017-12-01 14:00 TG098017
Supply Streetlight poles 2017-11-28 15:00 GJ11800509
Provision of cleaning services to over 10 000sqm for a period of 3 years 2017-12-01 14:00 TG097017
Upgrading of Trunk Extensions Phase 2 Moletjie of the Irpts, Polokwane- Section B. 2018-01-12 10:00 PM111/2017
Supply: Streetlight poles 2017-11-28 15:00 GJ11800511
A panel of approved contrators for the design and construction of a 250 truck fleet depo 2017-12-01 14:00 TG096017
Provision of facilities management (electricity, plumbling, hygiene, food and building/civil works) 2017-12-01 14:00 TG095017
Hire of a D8 Dozer ( +/- 25000kg operating weight) is required for Vissershok Landfill Site 2017-11-27 09:00 WJ11800213
SPU Meter Readings 2018-01-30 10:00 MdB18/01

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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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