Issue Date: 
Monday, July 3, 2017

Functionality and Tenders

In all competitive bids/tenders you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids/tenders as follows:

  •  The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points is usually set, but this can be higher or lower, depending on the Organ of State.
  • All tender responses achieving less than the set threshold will be declared non-responsive and will not qualify to be evaluated on B-BBEE and Price.

Functionality includes the following main points:

  • Track record and experience;
  • Recourses;
  • Technology;
  • Operational fit;

In your tender response, it is always important to stipulate the following when it comes to your track record and experience:

  • How many years of experience does your company/enterprise have with the goods and/or services you provide?
    The more experience you have the better, this indicates to the Organ of State that you have been providing the goods and/or services for a significant period of time and thus have experience in your field of expertise.
  • Provide contactable references and a proven track record of the goods and/or services.
  • It is always good to provide references in your response, even if it is just one reference. Refences show that you can be trusted, and how better to evaluate your experience than by contacting your references. Remember to be honest in your response as the Organ of State is sure to contact your references.
  • Provide information on your success rate.
  • This is overstating the obvious, but it is good to tell them about previous tenders that were awarded to you, and how successfully you completed them.
  • What is the nature of goods and/or services your company supplies?
    It is imperative that you supply the goods and/or services that the tender asks for. If you do not supply the exact goods and/or services that the tender asks for, you may be disqualified.
  • Provide details of your monthly volume and rand value of goods and/or services you supply to your existing clients.
    This again shows your experience, even if the volumes are small, you still supply the goods and that means experience.
  • Is there any other information you deem relevant to your proposal? If yes, provide details. This is especially important when you can add value to the goods and/or services that the Organ of State requires.

It is very important to elaborate as much as possible on Functionality, in your response. In meeting the Functionality criteria of any tender, you will be sure to advance to the next phase of evaluation.

If you want to learn more about Functionality and how it works be sure to attend one of our How-to-Tender workshops that HowToTender present across South Africa. Please visit our website at www.how2tender.com to find out more or email Werner at werner@how2tender.com.

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

Title Closing Date Tender No.
Road transportation service to transport coal from designated loading points to the designated offloading points. 2018-09-04 10:00 GEN3304
The Acquisition of a Contractor for the Upgrading of the Existing Fire Booster Pump Station. 2018-09-17 11:00 GRJ 26/2018
Supply, Installation and Commissioning of a Rotary Screw Vacuum Pump for Klerksdorp/ Tshepong Hospital Complex- CIDB grading: 3ME or higher 2018-08-28 11:00 KTM 1/2018
Training for Eskom full time and part time shop stewards 2018-09-12 10:00 CORP4517
Security Services are Required For 10 Sites As Follows: Safeguarding of the buildings on the campuses; Safeguarding of College assets/property on campus and in the buildings; Safeguarding of all officials and visitors on campuses; Random searching of incoming and outgoing vehicles at campuses; Registering of all visitors entering the College premises; Crowd control during registrations and unrests; Overall Security matters. 2018-09-07 11:00 MTVET/ SEC/ 2019
Appointment of a capable service provider to manage gym / wellness centre for the Department of Sport & Recreation South Africa for a period of three years 2018-08-24 08:00 SRSA001/ 2018- 19
Major service to Fire Fighting Equipment. 2018-08-27 11:00 ZNQ 38- 2018/ 19
Provision of Office Accommodation: Rustenburg Local Office for a lease period of 5 years or more 2018-08-24 11:00 30/ 2018
Amendment for competition of design and completion of 2nd phase of We The People Park at the Constitution Hill Precint. 2018-08-30 11:00 CONHILL/ 06/ FAC/ 2018
Provision of Office Accommodation: Calvinia Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-08-24 11:00 26/ 2018
Amendment for competition of design and completion of 2nd phase of We The People park at the Constitution Hill Precint. 2018-08-30 11:00 CONHILL/ 06/ FAC/ 2018
Provision of Office Accommodation: Oudtshoorn Satellite Office for a lease period of 5 years or more. 2018-08-24 11:00 34/ 2018
Provision of Office Accommodation: Athlone Local Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered) 2018-08-24 08:00 31/ 2018
Provision of Office Accommodation: Siyabuswa Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered) 2018-08-24 11:00 32/ 2018
ORBIT TVET College invites capable and competent service providers to supply and deliver New Classroom Furniture for CET. 2018-08-24 11:00 CET01/ 2018
Provision of Office Accommodation: Dundee Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered). 2018-08-24 11:00 33/ 2018
Provision of Office Accommodation: Ladysmith Local Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered) 2018-08-24 11:00 29/ 2018
Provision of Office Accommodation: Estcourt Satellite Office for a leased period of 5 years.(Leases ranging from seven to ten years will also be considered) 2018-08-24 11:00 27/ 2018
Provision of Office Accommodation: Port Shepstone Local Office for a lease period of 5 years or more 2018-08-24 11:00 28/ 2018
Provision of Office Accommodation: Grahamstown Local Office for a lease period of 5 years or more. 2018-08-24 11:00 35/ 2018

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10 steps in the bid process

Each year, Organs of State invite the Private Sector to submit competitive bids for the supply of goods and services. Organs of State bid requests attract SMME's and large businesses across a wide range of sectors - from office supplies to major construction projects.

Here is an overview of 10 steps you should take to prepare a competitive bid.

1.    Register your interest

Follow the instructions in the bid document to register your interest with the purchasing agency. This important step will help keep you up to... Read More

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