Issue Date: 
Tuesday, October 25, 2016

3 Basic Tips to Remember When Responding to a Tender

When responding to tenders, whether it is Public or Private Sector, it is vital that your business makes a good impression by following these tips:

Do Your Research

Basically, a tender is an invitation to bidders to submit their proposal for a specified business need. The contract will be awarded to the bidder who can meet this need most closely and provide the best value for money. However, it's important to remember that price is only one factor. Remember:

  • Read all the documents relating to the tender.
  • Attend any briefing/information sessions that are offered and make sure you understand the scope of work.
  • If there are any uncertainties, have them clarified as early as possible.
  • If you have the chance, also research the Public or Private Sector Entity's history, background, operations and any details about previous tenders.
  • Another way to get a head start over the competition is to network and build relationships with the key decision makers prior to the bidding process.

Address all the Scope of Work

Every bidder will be evaluated against the tender criteria or functionality, so it's important that you address them clearly and concisely. Make sure you also provide supporting evidence if available, such as profit figures and other key performance indicators from similar projects you have worked on.

Be careful about going too far, though. Providing too much information could overwhelm your potential client and turn them off altogether.

This is your chance to show that you are experienced, reliable, and confident that you can deliver on what's required. It's also your opportunity to differentiate yourself from the competition.

Review, review, review

Before you hand in your tender:

  • Review it to make sure it's complete and doesn't contain errors.
  • Make sure someone other than the original responder proof reads the entire document at least once, since it's harder to spot mistakes when you're too close to a project.
  • Check that it meets the required format and style.

Many organisations, such as government agencies, can be very stringent with their deadlines, so it's also important that you hand your tender response to the right person, at the right location, before the specified closing time and date.

Putting together a great tender can take a lot of effort, but the payoff can be enormous if you win. It's always good strategy to put as much care and attention into your tenders as you would any other area of the business.

If your tenders are as good as they can be, odds are you'll win the business. Learn how to make sure you're prepared to handle the increased workload.

To learn more about this and many other tender conditions please attend one of our How-to-Tender workshops. Tender Workshop dates are published on our website at www.how2tender.com. For more information on the tender courses please email Werner at werner@how2tender.com.

This article was written by Werner van Rooyen, Director of HowToTender (Pty) Ltd. which specializes in tender consulting and tender training.

Title Closing Date Tender No.
Appointment of a Maximum of Three (03) Contractors for Upgrading of Various Municipal Buildings and Facilities at Service Centre (Magasyn), Middelburg 2018-10-16 12:00 BS40/08/2018
Panel of service providers to provide Silviculture for a period of three years. 2018-10-19 12:00 RFB105/2018
Supply and Deliver Toilet Ablution Container Nasaret Cemetery, Middelburg 2018-10-16 12:00 BS01/09/2016
Data cleansing and debtors collection. 2018-10-19 12:00 T2018/09/18/DCDC
Supply, Deliver and Install 26 Doors at the Community Halls in Middelburg 2018-10-16 12:00 BS 02/09/2018
Supply, delivery and installation of finger jointing mechanised planer for Timbadola Sawmill. 2018-10-19 12:00 RFB 104/2018
Supply and delivery of RG12 MK2 (Nyala) multi-purpose armoured personnel carriers for the City of Cape Town. 2018-10-22 10:00 85G/2018/19
Travel, accommodation and conference services. 2018-10-22 11:00 ARC/11/09/18
Supply: Hp 37a black original laserjet toner car 2018-09-27 11:00 GM11900254
Supply and deliver New Control Centre Workstations for Emergency Services. 2018-09-28 12:00 Q18.09.18
Supply: Gcb fusion laminator a3 max. 2018-09-27 11:00 GM11900255
Request for Proposals to Package 5- Minute Series or Stand alone Packages of Radio Features on Rise Fm,94.3 for a Period of 6 (Six) months 2018-09-28 12:00 Q15.09.18
Supply: Hardware items 2018-10-02 12:00 GG11900516
Request For Proposals to Package 5 Minute Series Or Stand Alone Packages of Radio Features on Greater Middelburg and Emalahleni Fm for a period of six (06) months 2018-09-28 12:00 Q16.09.18
Supply: Medical supplies 2018-10-01 15:00 GF11900250
Request for Proposals to Package 5-Minute Series or Stand Alone Packages of Radio Features on Radio Kragbron,93.1 Fm and Kosmos Sterio, 99.3 Fm for a period of Six (06) months 2018-09-28 12:00 Q17.09.18
Supply and delivery of projectors. 2018-10-02 11:00 GK11900122
Supply and Delivery of Guardrail 2018-09-28 12:00 Q14.09.18
Supply of Food for Standby Teams (as and when required) for Civil Engineering Services Employees 2018-09-28 12:00 Q19.09.18
Supply & delivery of LDV's to Kouga Municipality. 2018-10-22 12:00 169/2018

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Advantages and disadvantages of Consortiums

Consortiums are often considered as entities to use when responding to tenders in South Africa. The question that arises is whether to use a Consortium or a Joint Venture when responding to a tender. To help you with this we have compiled a list of advantages and disadvantages for both Consortiums as well as Joint Ventures. In this article we list the advantages and disadvantages of Consortiums. Look out for the same article on Joint Ventures.

Consortiums Advantages:

  • Easy to establish as there are no formal procedures... Read More
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