Issue Date: 
Thursday, October 31, 2019

How do I pass the functionality / technical criteria evaluation?

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

Here are 10 tips on how to pass the Functionality test:

  1. You must realize that the Functionality test in a tender is nothing else but the section where you advertise your goods and / or services.  Responding to tenders it is a focussed marketing opportunity.  You get the opportunity to focus your marketing one specific buyer who is in desperate need of procuring goods and / or services such as what you are offering.  Ensure to make the most of it!
  2. You earn points during the Functionality test.  Before you start responding to tenders go to the Functionality section.  Scan the criteria to see if you will earn enough points to go through to the next round of evaluation.  It does not make sense to waste time and money on a tender response if you are not going to pass the Functionality test.
  3. Ensure that you respond to a tender that is related to the business you are in.  You will not be successful in bidding for something that you have no experience of.
  4. Use the exact phrasing or wording in your tender response that is used in the tender document.  This makes it easier for the Evaluation Committee to find what they are looking for in your tender response.
  5. Use the exact same format that the tender document uses in your response on Functionality.  If the Functionality in the tender document is in a table then try and use a table as well in your response.
  6. Your items under Functionality must be in the same order as that in the tender document.  Do not swap items around.  You want to make it as easy as possible for the Evaluation Committee to find what they are looking for.
  7. Do not over sell your business.  This might seem weird saying this, but many Enterprises have a range of goods and / or services that they sell.  Evaluation Committees are only interested in the goods and / or services that they want to procure.  Giving them too much information at the wrong time might prevent them from finding the right information.
  8. Be visual!  In today’s world everything is about visual effects.  We look at mobile screens, computer screens and big screen televisions.  Heck, even your car has a screen it these days!  Ensure that your tender response, especially when it comes to Functionality, has some photos in it.  Put photos in of your product as well as photos of your Enterprises’ people.  If you use machinery in your business, then showing it of is always a clever idea.  At the end of the day the photos that you put into your tender respond must add value to your tender response.  Obviously, the photos must be relevant to the tender requirements.
  9. Be honest in your functionality response.  Remember that a tender is binding and if you cannot execute the contract you might find yourself in legal battles if you have won the tender, but you cannot execute the tender.
  10. Finally, you must remember that your tender response is going be evaluated by a person such as you and me.  Also remember that your tender response is not going to be the only tender response to that specific tender.  So, make it easy for the people on the Evaluation Committee to find and score your Functionality items.

If you follow these tips and tricks you will have a better chance in be successful at bidding.

To learn more about this and many other tender conditions attend our “Become a Tender Expert” 2-Day workshops presented in Johannesburg, Pretoria, Durban, Port Elizabeth, and Cape Town.  Book and pay online at https://howtotender.co.za/tender-expert-form/

Contact us at wernervr@howtotender.co.za should you require more information.

You can also purchase a Tender Manual (Handbook) on our website https://howtotender.co.za/ which is a step by step guide how to respond to a South African Tender.  It includes examples of completed SBD forms.

Title Closing Date Tender No.
Supply, Delivery and Off-loading and Installation of Perimeter Fence for Tzaneen Correctional Centre: Polokwane Management Area. 2021-01-18 11:00 LMN 04/ 2020
Supply, delivery, installation & commissioning of a new fully automatic 24 point milking machine to Kirkwood Management Area 2021-01-15 11:00 KIRB 1/ 2020
Appointment of a service provider for servicing and repairs of earth moving Plant, Machinery and Municipal Vehicles for a period of Three years 2020-12-21 11:00 PSJLM-BTO-2020/21-33
Provision for the Appointment of an Energy Expert for a period of 6 Months 2020-12-01 13:00 EWSETA/RFQ/72/2020
Provision for the Appointment of a Quality Assurance Specialist Manager 2020-12-03 13:00 EWSETA/RFQ/70/2020
Provision of cleaning services in the EWSETA head office 2020-12-01 13:00 EWSETA/RFQ/66/2020
Request for proposals: Provision of external audit services 2020-12-17 12:00 CS/SCM/FINANCE/R20-21/13
Covid-19 Hygiene Services 2021-01-07 12:00 CO 20/26 O
Disposable Face Masks 2020-12-11 11:00 iThemba LABS – RFQ: iLABS/RFQ 2020/21:106
Supply and Delivery of COVID-19 Rapid Testing Kits 2020-12-11 11:00 iThemba LABS: iLABS/RFQ 2020/21:107
Panel of forensic investigation services 2020-12-23 12:00 MW/9/7/2020/2021
Provide Security services for emails and website at Majuba TVET College 2021-01-11 12:00 IT 19/06 C
Request for Information (RFI) for a Transmission Plant Historian 2021-01-28 10:00 CORP5235
Provision of ICT Platform as a Service including backup, Replication and Disaster recovery 2021-01-11 12:00 IT 19/07 C
Servicing of aircons at SAFCOL Roburnia Plantation 2020-12-02 12:00 RFQ/737/183
Framing of an approved list of suppliers to provide transportation services to Transnet Engineering on an “as and when” required basis for a period of three (3) years 2021-01-19 10:00 TE20-KLP-8GE-13130
Provide Annual Licensing and Support Services for Vidyo Connect at Majuba TVET College 2021-01-07 12:00 IT 21/01 O
Supply and delivery of drums and cartridges. 2020-12-02 10:00 SCM/NB14/2020/2021
Quotation for the appointment of a service provider for the supply, delivery and installation of a public address (PA) system in the auditorium. 2020-12-03 10:00 Q45-2020-21
Supply and delivery of equipment and materials 2020-12-02 10:00 SCM/NB15/2020/2021

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Many people ask us: how do you decide between using a Joint Venture, a Consortium or Sub-contractor in responding to a... Read More

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