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.
Technical Assessment of Air Quality, Noise and Vibration including the Impact on Humans at Ridgeview Lane (Ward 24). 2018-10-03 11:00 7H-38999
External audit services 2018-09-28 12:00 TRI-2018
The installation of new chlorine dosing systems and plant safety upgrade projects for a period of 8 months. 2018-10-22 10:00 MPGXC005326
The provision of Management and Maintenance of Sootblower system on unit 1-10 at Hendrina Power Station for a period of 3 years. 2018-10-23 10:00 MPGXC005329
Supply and delivery of road stone and road building materials for road maintenance in the Matzikama Area. 2018-10-05 12:00 T24-2018
The NMB Stadium, managed under the MBDA require quotes for the following: Exhibition Shell Scheme and Electrics 2018-09-28 11:00 BDA0918618
The NMB Stadium, managed under the MBDA require quotes for the following: Conference Notepads 300 x Printing Conference 2018-09-28 11:00 BDA0918617
The NMB Stadium, managed under the MBDA require quotes for the following: Printing of Event Catalogues for Nelson Mandela Bay Stadium (in association with Africa Manufacturing Advance Show) 2018-09-28 11:00 BDA0918616
The NMB Stadium, managed under the MBDA require quotes for the following: Scope and delivery of services: Videography to be taken of all aspects of the African Advanced Manufacturing & Composites Show from 7 to 9 November 2018. 2018-09-27 11:00 BDA0918615
Construction of KwaBhala Water Supply Scheme: eMarhasha & Ngqelemane. 2018-10-05 12:00 ORTDM SCMU 08-18/19
The NMB Stadium, managed under the MBDA require quotes for the following: Printing & Framing of National Innovation Awards (Certificates) 2018-09-27 11:00 BDA0918614
Construction of Kwandayini Water Supply. 2018-10-05 15:00 ORTDM SCMU 09-18/19
The NMB Stadium, managed under the MBDA require quotes for the following: Catering for Nelson Mandela Bay Stadium (in Association with Africa Advance Manufacturing Show) Delivery dates: Catering and morning tea & coffee for 7 - 9 November 2018 at Nelson Mandela Bay Stadium 2018-09-26 11:00 BDA0918613
The NMB Stadium, managed under the MBDA require quotes for the following: Catering for National Innovation Awards for Nelson Mandela Bay Stadium (in Association with Africa Advance Manufacturing Show) 2018-09-26 11:00 BDA0918612
Construction of Xurana Water Supply. 2018-10-05 12:00 ORTDM SCMU 11-18/19
Tenders are invited for the Waterproofing of Guttering of Office and Veranda Section of Roof of office area 2018-09-20 11:00 CSQ09181435
Appointment of a professional consulting engineer for the planning, design and project management: Upgrading of the eastern bulk outfall sewer line. 2018-10-05 14:00 TN033/2018
Tenders are invited to Supply an Tyre Repair/Break Down Service Equipment 2018-09-28 11:00 CSQ09181431
Tenders are invited to Clean, Cut all Grass. Trim Trees and Remove all Rubble in Diaz Road Depot at the Bottom Camp Area 2018-09-28 11:00 CSQ09181431
Printing Dannhauser Municipality newsletter 2018-09-26 12:00 RFQ / 460

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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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