Issue Date: 
Thursday, October 31, 2019

Steps in the Tender Adjudication process

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

It is important to understand the adjudication process when one responds to a Tender or Request for Proposal.  If you have these 8 steps under control when responding to tenders, chances are good that you will proceed to the next round.

Here are 8 steps in the adjudication process that Organs of State will most often follow in determining which bidder will win the tender:

  1. Opening and recording of tenders
    When tenders are opened in public, the following features of each tender usually are announced and recorded:
  • The name of the bidder;
  • The bid price as stated on the form of tender;
  • The number of B-BBEE points claimed by the bidder;
  • Tenders usually are endorsed and dated with the approved tender stamp of the Organ of State or Private Entity.
  1. Determine whether tender responses are complete
    After the opening of tenders, the tender officials will determine the responsiveness of each tender by determining whether:
  • The tender complies with all the conditions of the Tender or Request for Proposal;
  • The tender has been properly completed and signed;
  • The tender meets the minimum resource objectives;

Above are just some of the requirements that must be met for your response to advance in the tender process.  Any tender that does not meet the stipulated requirements will be regarded as being non-responsive.  Non-responsive tenders will be eliminated from the adjudication process at this stage.  All responsive tenders will proceed to the next stage.

  1. Price Review
    The prices of all responsive tenders are checked for errors.  The Organ of State can interview Bidders who have tendered an unrealistically low price to determine whether there is a valid reason for its tender price being unrealistically low.  If the bidder cannot supply a valid reason, the tender would most probably be eliminated from the tender adjudication process.
  2. Award of points for Functionality
    Tenders that remain in contention will be awarded points for functionality.
  3. Awarding of points for Price
    At this stage, the points for price will be awarded according to the Preferential Points System.  Prices are usually adjusted to a common base so that it can be comparable with each bidder’s price.
  4. Process review
    At this stage, the legitimacy of the B-BBEE Levels claimed by the bidders will be validated and recorded.  If there are any reasons for eliminating tenders on the grounds of process review it will be recorded here.
  5. Summation of points
    The points awarded for price and B-BBEE will be added for each tender and, subject to satisfactory risk analysis; the tender which has been awarded the highest total number of points will be recommended for acceptance.
  6. Risk Analysis
    An Organ of State will do a risk analyses before acceptance of any tender to ensure that it would, if accepted, not place the Organ of State or the tenderer, at undue risk.

As one can see there are various elements that all contribute to the final awarding of a tender.

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.
Tenders are invited for the Calibration and Servicing of Four(4) Evidential Analyser (EBAT) Machines as per Specification, available at SCM:Acquisition, Harrower Road, Port Elizabeth 2021-05-20 11:00 CSQ04212257
Tenders are invited to Supply, Deliver and Install of One(1) bullet resistant/G3 anti bandit Door with Frame. To be Delivered at Corner of Maku Street and Tyinirha Street Motherwell, NU 4B (Thusong Service Centre), as per Specification, available at SCM:Acquisition, Harrower Road, Port Elizabeth 2021-05-20 11:00 CSQ04212257
Supply and delivery ten (10) transformers 2021-05-28 12:00 T09/2021
Tenders are invited for the Supply, Deliver and Installation for Annual 3GB Hosting Platform Support for 16 x Mobile Cameras as Per Specification, available at SCM:Acquisitions, Harrower Road, Port Elizabeth 2021-05-20 11:00 CSQ05212259
Tenders are invited for the Supply and Installation of Fire Detection equipment at 13th Floor, Fidelity Building s per Specification available at SCM:Acquisitions, Harrower Road PE. 2021-05-21 11:00 CSQ05212258
Tender are invited to Supply and Deliver of Used 6 Metre SHIPPING CONTAINER for Uitenhage Fire Stations per Specification available at SCM:Acquisitions, Harrower Road PE. 2021-05-21 11:00 CSQ05212258
Tenders are invited to Supply and Deliver of a 50 kVa Diesel Generator Set for M.I.S Centre at Uitenhage as per Specification available at SCM:Acquisitions, Harrower Road PE. 2021-05-21 11:00 CSQ05212258
Tenders are invited for the Supply and Delivery of Photovoltaic Solar Panels as per Specifications available from our SCM Acquisitions Office, Harrower Rd, North End, PE. 2021-05-20 11:00 CSQ05212263
Tenders are invited for the Rental of Scanner Machines, Period of Twelve(12) Months, Service Plan to be included, Machines to be Compatible with NMBM Systems to Store and Save Scanned documents as per Specifications available from our SCM Acquisitions Office, Harrower Rd, North End, PE. 2021-05-20 11:00 CSQ05212265
Tenders are invited for Repair Services to the Security Features as per ReturnablePricing Schedule & Specifications at SCM: Acquisitions, PE. 2021-05-20 11:00 CSQ05212265
Tenders are invited for the Supply and Delivery of Animal VaccinE, Terramycin LA 500ml 2021-05-20 11:00 GQ05212783
Tenders are invited for the Supply and Delivery of Animal Feed. 2021-05-20 11:00 GQ05212783
Supply and delivery of water chemicals for a period of three years 2021-05-21 12:00 T08/2021
Tenders are invited for the Supply and Delivery of Animal Vaccine, Ivermax 1% INS 500ml 2021-05-20 11:00 GQ05212783
Tenders are invited for the Supply and Installation of Sample Preparation Unit as per Specification, available at SCM:Acquisitions, Harrower Road, Port Elizabeth. 2021-05-21 11:00 CSQ05212264
Tenders are invited for the Supply and Installation of Laboratory Oven as per Specification, available at SCM:Acquisitions, Harrower Road, Port Elizabeth. 2021-05-21 11:00 CSQ05212264
Tenders are invited for the Supply and Installation Incubators as per Specification, available at SCM:Acquisitions, Harrower Road, Port Elizabeth. 2021-05-21 11:00 CSQ05212264
Supply & deliver ROAD SIGNS Men at work. 2021-05-21 11:00 GQ05212784
Supply & deliver ROAD SIGNS Keep right. 2021-05-21 11:00 GQ05212784
Supply & deliver ROAD SIGNS Keep left. 2021-05-21 11:00 GQ05212784

Pages

Who is the bidder or his or her representative?

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

In Organ of State tenders, the Standard Bidding Document 4 – Declaration of Inters – ask in paragraph 2.1 the following: “Full name of bidder or his or her representative... Read More

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