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.
Department of Health: Dundee Regional: Upgrades and renovations to Dundee regional laundry. Only bidders who are 6GB and above will legible to bid. 2020-08-03 11:00 ZNTL 02400W: WIMS 055041
Goodwood: Correctional Centre: Intergrated Security Systems (ISS) Appointment of Electrical Engineer: 36 Months: Only BBBEE Level 1 & 2 2020-07-31 11:00 CPT1003 / 20
Cape Town: Parliamentary Villages: Appointment of a specialised deep cleaning contractor for a period of 24 mnoths: Only BBBEE Level 1 & 2 2020-07-31 11:00 CPT1004 / 20
Malmesbury : Correctional Centre : Intergrated Security Systems (ISS) Appointment of Electrical Engineer : 36 Months : Only BBBEE Level 1 & 2 2020-07-31 11:00 CPT1002 / 20
RFB 2190-2020: Provision of hygiene services to SITA Erasmuskloof, Centurion, Numerus and Beta buildings for a period of 36 months. 2020-07-31 11:00 RFB 2190- 2020
RFB 2147-2020: Provide Maintenance and Support of Video Conferencing Equipment and related Software to Department of Correctional Services (DCS) for a period of twelve (12) months. 2020-07-31 11:00 RFB 2147- 2020
Appointment of a service provider to deliver cleaning services to SITA Mpumalanga buildings (Nelspruit and Middelburg) for a period of 36 months. 2020-07-31 11:00 RFB 2173/ 2020
Request to place and advertisement of the Bid: RTMC BID 04/2020/21 for appointment of a service provider to provide security services at RTMC Colleges (Boekenhoutkloof and Denel Campus) and Head Office (Eco Park, Centurion) for a period of two (2) years 2020-08-05 11:00 RTMC BID 04/ 2020/ 21
Request to place and advertisement of the Bid: RTMC BID 02/2020/21 for appointment of a panel for Information Technology and related services for a period of five (5) years 2020-08-04 11:00 RTMC BID 02/ 2020/ 21
Appointment of a service provider to intergrate gender based violence (GBV) system and victims empowerment (VEP) system to enable the information exchange between the intergrated justice system (IJS) cluster departments 2020-07-31 11:00 SD04/ 2020
Appointment of a service provider to develop an alternative care management system 2020-07-31 11:00 SD05/ 2020
Department of Public Works: Harry Gwala District Office, 2 Margaret Street: Ixopo: Provision of Security Service for the period of 36 months 2020-08-13 11:00 ZNT 2955W
Appointment of a service provider for facility management services at a detention facility for illegal immigrants pending deportation to their countries of origin by the Department of Home Affairs for a period of sixty (60) months. 2020-08-07 11:00 DHA10- 2020
To supply and fitting of Steel Cabinets for Five (5) Hospitality Kitchens. 2020-08-03 11:00 EEC/ T02/ 2020
The provisioning of optometric services and optometric consumables for a period of three (3) years with an option to extend for an additional two (2) years based on performance for Red Cross War Memorial Children’s Hospital (RCWMCH) 2020-08-07 11:00 RCCH07/ 2020
TBH 504/2020: For the installation of waste compacting unit and rendering of a waste compacting and removal service at Tygerberg Hospital for a period of three (3) years 01 September 2020 until 30 August 2023, thereafter on a month-to-month basis not exceeding four (4) months 2020-08-07 11:00 TBH 504/ 2020
Request for proposal for the appointment of strategic investor for the operationalization of Bhambanana abattoir on “operate, train & transfer” principles prequalification criteria 2020-07-30 11:00 DARD11/ 20A
Supply, deliver and offload new tractors and implements at Ethekwini and Ilembe District Offices 2020-07-30 11:00 DARD10/ 20A
Appointment of service provider to oversee the implementation of four (04) Agri-hubs in KwaZulu Natal Province. 2020-07-30 11:00 DARD09/ 20A
For the supply and delivery of frozen vegetable products for the Food Services Department at Tygerberg Hospital for a twelve (12) month period, effective 1 September 2020 until 31 August 2021 with the option to extend on a month to month basis not exceeding four (4) months 2020-08-07 11:00 TBH 306/ 2020

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