Issue Date: 
Monday, August 31, 2015

Tenders explained

Each day hundreds of tenders are being advertised but we often only hear about those where things have gone wrong or where the concept has been abused. It gives ‘Tenders’ a stink it doesn’t deserve. In today’s blog, we look at what exactly a tender is.

A tender is an offer to perform work, supply goods, services or products at a fixed price. The tendering process is generally utilized for procurements or contracts involving substantial amounts of money. Generally speaking, it is government departments, offices, agencies, private sector companies and businesses that put requests out on tenders. By so doing, they basically ask the public for price offers to supply required products or services. Once the tenderer accepts a tender, it is binding to both the tenderer and the person or company who won the tender. Therefore, the person or company has to provide the goods or services in the manner agreed to and at the price offered. In turn, the tenderer must pay the agreed price on the agreed deadline.

What is tendering?

Tendering is the process of making an offer, bid or proposal. It can also be expressing interest in response to an invitation or request for tender. Organisations will seek other businesses to respond to a particular need, such as the supply of goods and services and will select an offer or tender that meets their needs and that provides the best value for money.

Where are tender requirements stated?

The requirements of a tender are stated in the Requests for Tender (RTF) or Requests for Proposal (RFP) documents. In these documents, the service or products the particular tendering organisation needs or requires are outlined. These documents also outline the criteria and provide instructions that are to be followed.

Tenders are usually widely advertised in both print and electronic publications. This is to allow as many people as possible to take note of the opportunity. It also stimulates competition and provides wide variety of choice. Interested suppliers will then prepare a tender response to the offer, including pricing, schedules as well as their eligibility for the project.

Once the tendering period has closed, the submitted tender responses are evaluated with regard to defined criteria. The process must be done fairly and honestly, free from bias or favoritism. The offer that best meets all of the requirements and provides value for money should win the contract.

While the concept of tendering may seem daunting at first, it can be easily tackled by having a plan of ‘action`. It is important to understand your business` suitability for the project and ability to manage the contract if you win the tender. By understanding these points and demonstrating that you are able to meet the criteria and offer a competitive bid, you will increase your chances of success.

How are tenders awarded?

After the closing date, all the tenders are checked for basic compliance to the tender regulations. Tenders can be disqualified during this process if they are found to be non-compliance. The compliance of the products or services offered and price is considered. All tenders which comply with the specifications are listed in order of price. Those in the lowest price tender list are in the lowest price group. Preference points given to those suppliers on the list of lowest price tenders are first verified. Preference points are only awarded after the most expensive tenders have been excluded, as this makes the process quicker and fairer. Those with verifiable information come out with the best preference points and are therefore awarded the contract.

The above formulate what tenders are and if you understand these, then you are in the best position to bid for a tender.

Title Closing Date Tender No.
Servicing & Repairs of Diesel Generators, diesel fuel remediation & tank cleaning at various Institutions in ZULULAND District: 3 Year Period 2019-09-20 11:00 ZNB 5231/ 2019- H
Servicing & Repairs of Diesel Generators, diesel fuel remediation & tank cleaning at various Institutions in UMZINYATHI District: 3 Year Period 2019-09-20 11:00 ZNB 5229/ 2019- H
Servicing & Repairs of Diesel Generators, diesel fuel remediation & tank cleaning at various Institutions in UMGUNGUNDLOVU District: 3 Year Period 2019-09-18 11:00 ZNB 5227/ 2019- H
Replacement of Protein Electrophoresis for Charlotte Maxeke for a period of (5) five years. 2019-09-06 11:00 RFB067- 19- 20
Placement of Automated Real time PCR system for Charlotte Maxeke for a period of five years with service and maintenance. 2019-09-06 11:00 RFB066- 19- 20
Outright purchase of 2x culture media preparator for at DMP with service and maintenance for a period five years. 2019-09-06 11:00 RFB065- 19- 20
Supply, delivery and installation of 4 digital flat panel radiographic/fluoroscopic X Ray systems with remote control for use in George, Worcester, Paarl and Karl Bremer Hospital Radiology Departments. 2019-09-13 11:00 WCGHCC066/ 2019
Supply, delivery, installation, testing, calibration, demonstration, training & commissioning of one digital mini mobile c-arm fluoroscopic, radiographic system for use in the Hand Clinic at Groote Schuur Hospital. 2019-09-27 11:00 GSH207/ 2019
Servicing & Repairs of Diesel Generators, diesel fuel remediation & tank cleaning at various Institutions in KING CETSWAYO District: 3 Year Period 2019-09-18 11:00 ZNB 5226/ 2019- H
Servicing & Repairs of Diesel Generators, diesel fuel remediation & tank cleaning at various Institutions in AMAJUBA District: 3 Year Period 2019-09-16 11:00 ZNB 5222/ 2019- H
2 x computer servers with related hardware, software and license 2019-09-16 11:00 PHC 62/ 2019
Appointment of a Professional Service Provider for Civil Engineering Professional Services for the Project: Construction of Roads and Stormwater in Tarlton in the Mogale City Local Municipality, West Rand In Gauteng Province 2019-09-05 11:00 5/ 2/ 2/ 1 CRDP- 0001 (2019/ 2020)
The provision of preventative and corrective infrastructure maintenance for the South African Police Service’ (SAPS) to 68 Gauteng (terrestrial radio) tetra high sites for a period of 36 months. 2019-09-06 11:00 RFB 1994/ 2019
Butterworth Prison: Installation of Overhead Steel Mesh to Open Courtyards 2019-09-09 12:00 CDC/ 237/ 19
Appointment of a service provider to render standard cleaning and hygiene services for the Department of Rural Development and Land Reform for PSSC: Free State Office – Bloemfontein, SA Eagle Building for a period of twenty four (24) months. 2019-09-06 11:00 CLEAN- PSSCFS- 02(2019/ 2020)
TSOLO SAPS: Installation of Water Tank, Generator Set and Sewage Treatment Plant 2019-09-09 12:00 CDC/ 130/ 19
The Appointment of a Construction Service Provider (Sp) to Undertake The Maintenance and Repairs of Existing Hydroponic Tunnels for a period of 8 months 2019-09-06 11:00 GT/ GDARD/ 050/ 2019
Appointment of service provider for rendering of standard cleaning and hygiene services for the Department of Rural Development and Land Reform: NARYSEC Thaba Nchu College: Free State for a period of 24 months. 2019-09-06 11:00 CLEAN- NARYSEC- FS- 01 (2019/ 2020)
Alternative existing/construction office accommodation: SA Social Security Agency (SASSA) 1281,75 m² with 55 covered parking bays around area of Naledi Local Office (Vryburg) for period of 60 months 2019-09-18 11:00 MMB 2019/ 048 LS
Invitation for accredited training service providers to create an artisan Departmental panel for the period of three (3) years in the following trades: Air-conditioning and refrigeration mechanic, bricklayer, car penter, electrician, fitter and turner, lift mechanic, painter, plumber, welder and tiler. 2019-09-13 11:00 DID46/ 01/ 2019


Extension of validity period

By Werner van Rooyen

31 January 2019

Those of you who are familiar with responding to tenders will know that it is common practice for procuring entities to extend the bid price validity period. We received the undermentioned queries regarding the extension of the validity period of the bid price.

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