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.
Procurement and Appointment of a Reputable Landscaping and Garden Terrains (Deforestation / Tree Felling) and Indoor Plants Maintenance Contractor(S) Through an Rfb:- for a 3 Year Period at Various Sita Hq Campuses In Centurion, Erasmuskloof, Beta and Numerus With The Option To Include Future New Sites 2017-11-24 11:00 RFB 1651- 2017
Procurement of services for the establishment and implementation of multispecies aquaculture hatchery, Research And Demonstration Centre in the Eastern Cape for a period of three (3) years 2017-11-24 11:00 MLRF 150/ 18
Supply and delivery of Crime Scene Protective Stepping Plates for a period of two (2) Years: Criminal Record and Crime Scene Management: Division: Forensic Services 2017-11-24 11:00 19/ 1/ 9/ 1/ 65TD (17)
Supply and deliver a replacement part on an Inspex 20i x-ray system: one (1) digital, flat panel x-ray detector 2017-11-24 11:00 NRF/ SAIAB/ 2018- 018
Provision of service provider to evaluate discretionary grants proposal 2017-2018 2017-11-23 11:00 011- 2017/ 2018
Provision of service provider to adjudicate discretionary grants proposal 2017-2018. 2017-11-23 11:00 010- 2017/ 2018
Procurement of a Sub-Zero Variable Black Body Source, Including Delivery, Installation And Commissioning 2017-11-24 11:00 NMISA (17- 18) T0042
Appointment of a service provider to provide comprehensive facilities management services at DPP Kimberley and Thuthuzela Care Centre for a period of three (3) years 2017-12-04 11:00 NPA 16- 17/ 18
Procurement of a High Temperature Variable Black Body Source, Including Delivery, Installation And Commissioning 2017-11-24 11:00 NMISA (17- 18) T0053
Procurement of a Medium Temperature Variable Black Body Source, Including Delivery, Installation And Commissioning. 2017-11-24 11:00 NMISA (17- 18) T0052
Procurement of a Low Temperature Variable Black Body Source, Including Delivery, Installation And Commissioning 2017-11-24 11:00 NMISA (17- 18) T0051
The Mjindi Farming (PTY) LTD seek to appoint a contractor for rendering security services for period of twelve months 2017-12-08 11:00 Tender
Procurement of a Tympanic (Ear) Variable Black Body Source, Including Delivery, Installation and Commissioning 2017-11-24 11:00 NMISA (17- 18) T0050
Appointment of a service provider to develop and implement a consumer education campaign for a period of twelve (12) months on 80/20 PPPFA: preferential procurement regulations, 2017. 2017-12-01 11:00 ICASA 13/ 2017
Appointment of a service provider for cleaning, pest control, hygiene, waste recycling and removal services at ICASA’s head office (Sandton) for a period of one (1) year 2017-12-01 11:00 ICASA 14/ 2017
Appointment of a service provider for the development and implementation of the migration plan, which includes the development of radio frequency spectrum assignment plans and an update to the IMT roadmap for a six (6) months 2017-12-01 11:00 ICASA 11/ 2017
The appointment of a service provider to provide safeguarding and Security services at the Department of Public Works: Head Office Complex, 191 Prince Alfred Street, PMB. 2017-12-01 11:00 ZNT 06/ 17/ 18
Supply and delivery of 300 Safety Kiosks over the period of two years for the Department of Community Safety 2017-11-24 11:00 GT/ GDCS/ 149/ 2017
Rendering of a comprehensive cleaning and hygiene Eco-Friendly service for Bellville Health Park “Green Building” for a three (3) year period. 2017-12-01 11:00 WCGHSC 0135/ 2017
Security Services required at Coastal KZN TVET College for the Central Office and 8 Campuses 2017-12-01 11:00 SS CKZN 02/ 2017


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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