Issue Date: 
Thursday, October 31, 2019

Submitting your tender – instructions and conditions

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

There are certain guidelines you can follow when submitting your tender response.

Every tender has its own submission instructions.  It is of the utmost importance that you familiarize yourself with these conditions. Ensure that you comply with the process the Organ of State is requesting.  Ensure you are following the correct procedure, which the procuring entity is using. These instructions can usually be found at the beginning of the tender 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.  Not 11:00:01 – this means not ONE second after eleven o’clock.  This point cannot be emphasized enough.  If you are late your tender response will not be considered. Most procurement entities will indicate on the tender invitation document that the time they use is the time given by dialling Telkom’s 1026 line.  This is the official time in South Africa.
  3. How many copies of the tender must be submitted? Ensure that you submit the correct number of copies required.  You do not want the procuring entity to take your tender response apart to copy it.  Remember that there are several Bid Evaluation Committee members and each of them must have a copy of your tender response to evaluate it.
  4. Format – in which format i.e. hard copy or soft copy or both. Be mindful that the procuring entity can request different formats of your tender response.
  5. When you deliver your tender response ensure that it is into the correct tender box. This sounds silly, but tenders have been delivered into the wrong box. Many procuring entities have more than one tender box.
  6. If you must provide samples together with your tender response, ensure that the samples are also delivered to the correct address.  Sometimes the samples need to be delivered to a different address as the tender response, ensure you follow the delivering instructions carefully.
  7. Envelopes – make sure your tender is in a sealed envelope and that it is addressed correctly.  Sometimes it is a TWO envelope process.  An example of how your envelope must be addressed is:
     
     

    (You complete this column)

    Tender number

    BIDUS4-44/2013-2014/01

    Attention

    Mr. Dlamini

    Department

    Supply Chain Management

    Address line 1

    Room 12 First Floor

    Address line 2

    Best Local Municipality

    Address line 3

    11 Church Street

    Address line 4

    Putsonderwater

    Address line 5

    9991

  8. Finally: Write the address in a readable handwriting.  If they cannot decipher it - your tender will not be considered.

By following these rules, you will ensure that your tender response is considered for evaluation.    

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.
Appointment of a service provider to maintain, enhance and hosting of website for Robben Island Museum (RIM) for a period of thirty-six (36) months 2020-02-14 11:00 RIM ICT 03- 2019/ 2020
The South African National Roads Agency SOC Limited (SANRAL) invites tenders for the improvement on National Route N2 Sections 14 and 15 from Green River (km 60) to Buffalo River bridge (km 3.2). 2020-02-14 14:00 SANRAL N.002- 145- 2012/ 1
The Road Accident Fund (RAF) requires rental of office space for the RAF Cape Town Branch for a period of nine (9) years and eleven (11) months. 2020-02-21 11:00 RAF/ 2019/ 00028
Appointment of a service provider to conduct Environmental impact assessment and Township establishment for Gauteng Industrial Development Zone (GIDZ) Springs SEZ 2020-02-10 11:00 GIDZ/ 07/ 2019- 20/ SPRINGSSEZ
Appointment of a service provider to procure, implement, commission and support hardware/ kiosk for self-service ticket sales for Robben Island Museum (RIM) for a period of thirty-six (36) months 2020-02-21 11:00 RIM ICT 02- 2019/ 2020
Appointment of a service provider to procure, implement, commission and support queue management system (QMS) for Robben Island Museum (RIM) for a period of thirty-six (36) months 2020-02-17 11:00 RIM ICT 04- 2019/ 2020
Request for informtaion (RFI) for the purpose of identifying vendors who have the capacity and experience to provide an options assessment and feasibility study for facilities management services to the Gauteng Industrial Development Zone SOC limited for the operations of the OR Tambo international Airport Special Economic Zone Precinct 1 2020-02-07 11:00 GIDZ/ 08/ 2019- 20/ RFI_FM
Terms of reference for a third party to enter into a lease agreement with Robben Island Museum to manage curio shops located at Murray’s Bay harbour on Robben Island and the Nelson Mandela Gateway at the V&A Waterfront on a lease basis for a period of two (2) years with an option to extend for another two (2) years 2020-02-18 11:00 RIM MAR 01- 2019/ 2020
Appointment of a service provider to do Design and installation of perimeter clear fence for Gauteng Industrial Development Zone (GIDZ) ORTIA SEZ Precinct 2 2020-02-07 11:00 GIDZ/ 05/ 2019- 20/ FENCEP2
Appointment of a service provider to conduct Environmental impact assessment and Township establishment for Gauteng Industrial Development Zone (GIDZ) ORTIA SEZ Precinct 2 2020-02-10 11:00 GIDZ/ 06/ 2019- 20/ ORTIASEZP1
DTPC therefore invites, suitably experienced and qualified, Service Providers to send proposals for the provision of services to remove the existing lagging and supply, install and warrant the new installation as a turnkey project 2020-02-10 11:00 DTP/ RFP/ 18/ AGZ/ 09/ 2019
Terms of reference for the appointment of a service provider to provide communication, public relations and marketing services to Robben Island Museum for a period of three (3) years 2020-02-19 11:00 RIM MAR 02- 2019/ 2020
Manenberg: Manenberg Primary School: Construction of a new School 2020-02-18 11:00 S065/ 19
Welkom Department of Mineral Resources: Alternative Office accommodation and parking facilities for 9 years and 11 Months 2817.88m² and 50 bays 2020-02-11 11:00 BL20/ 001
HANOVER: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW08/ 20
HARSTWATER: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW07/ 20
NOUPOORT: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW05/ 20
DOUGLAS: MAGISTRATE OFFICE: Installation and replacement of air conditioners 2020-01-31 11:00 CW06/ 20
Supply, delivery, installation and commissioning of PMC non-return isolating valves, flow meters and pipe fittings at Phalaborwa Plant CIDB Grading OF 6ME 2020-02-19 11:00 LNW 31/ 18/ 19- Re Advert
Appointment of Brand Agency for World EXPO 2020, Dubai 2020-02-07 11:00 BSA/ 003/ 2019

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