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.
Supply & deliver ROAD CONES 920mm. Colour:Orange 2021-05-21 11:00 GQ05212784
Supply & deliver ROAD CONES 750mm.Colour:Orange 2021-05-21 11:00 GQ05212784
Three year contract for supply, installation and commissioning, and provision of support for an integrated full asset life cycle management system for the City of Mbombela 2021-06-14 11:00 BID NO: 298/2021
Bids are hereby invited from experienced service providers for compilation of library material's asset register for a period of three (3) financial years (20/21; 21/22 & 22/23) for the City of Mbombela. 2021-06-14 11:00 BID NO: 299/2021
Appointment of a panel of service providers to provide debt collection services for City of Mbombela on an ad-hoc basis for a period of 3 years 2021-06-18 11:00 BID NO: 304/2021
Request for proposals for appointment of a panel of forensic investigators for a period of three (3) years 2021-06-17 11:00 BID NO: 303/2021
Bidders are hereby invited to submit proposals in respect of our Insurance Portfolio and Risk Services 2021-06-15 11:00 BID NO: 301/2021
Bids are hereby invited from service providers service providers accredited by relevant SETA to provide peace officer and traffic warden training (SAQA ID 377224) for City of Mbombela. 2021-05-19 11:00 BID NO: 308/2021
Appointment of a service provider for printing and distribution of monthly municipal service accounts for City of Mbombela for a period of 36 months 2021-06-15 11:00 BID NO: 300/2021
Supply, delivery, off-loading and assembling of office furniture for public safety office for City of Mbombela 2021-05-20 11:00 BID NO: 305/2021
Call for development proposals for business/economic/tourist development purposes, Elands Bay Old School Site 2021-05-20 12:00 CED 20/2020-2021
Request for proposals to develop unserviced land on portion of the remainder of Erf 168 (unregistered erf 2611) Lamberts Bay for residential purposes 2021-05-20 12:00 CED 21/2020-2021
Provision of interior design services to the free State Community Education and Training College 2021-05-28 16:00 RFQ02/FSCETC21
Request for quotations to assist with the determination of market related valuation of 10 properties in the Free State Province 2021-05-28 16:00 RFQ01/FSCETC21
Invitation to service providers to submit quotations for the Oracle licensing consolidation and renewal for a period of two (2) years. 2021-06-01 11:00 03/2021/2022
Request for Expressions of Interest: Individual international consultant to conduct a targeted review on “the underdevelopment of infrastructure in the Republic of Uganda” 2021-05-27 11:00 EOI/ APRM/TR /UG/ 22/2021
Request for Expressions of Interest: Individual international consultant to conduct a targeted review on “the underdevelopment of agriculture in Uganda” 2021-05-27 11:00 EOI/ APRM/TR /UG/20/2021
Expressions of Interest: Individual national consultant to conduct a targeted review on “underdevelopment of agriculture in Uganda” 2021-05-27 11:00 EOI/ APRM/TR /UG/EU /03/2021
Request for Expressions of Interest: Individual national consultant “to conduct a review on “non-responsive civil service in the Republic of Uganda’’ 2021-05-27 11:00 EOI/ APRM/TR /UG/EU /02/2021
Request for Expressions of Interest: Individual international consultant “to conduct a review on “non-responsive civil service in the Republic of Uganda’’ 2021-05-27 11:00 EOI/ APRM/TR /UG/ 21/2020

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

Free Keyword search

Search all tender notices for FREE!

No subscription or registration required!

You can also search by the reference of the the tender.

Advanced search

Search by Issuer, Region or Sector, individually, or using any combination of the three.