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.
Sale of 74 industrial and two unregistered portions of erf 1 Caledon situated in Chavonnes Way Caledon 2022-06-24 12:00 TPM 01/2022/23
Request for Proposal: Children on the Move End of Project Evaluation 2022-06-03 17:00 No reference number
Construction of a security room at the Nama Khoi Workshop in Springbok 2022-05-30 10:00 Q/NC062/10/2021-2022
Control of aquatic and terrestrial invasive plants, removal and disposal of biomass and litter from site 2022-06-21 10:00 343S/2021/22
Maintenance of lifts and escalators for a period of 1 year at King Shaka International Airport 2022-06-21 12:00 KSIA6813/2022
Operation of Tuck shop at Midrand High School 2022-06-03 12:00 Tuckshop Tender MHS_05/2022
Individual Consultant Selection – to Support Procurement and Disbursement Implementation for Bank Finance Projects 2022-06-03 15:00 ET-AUC-293330-CS-INDV
Terms of reference for the recruitment of five (5) consultants for the production of the 2023 Africa’s Development Dynamics Report 2022-06-03 15:00 No reference number
Consultancy services to: Develop proposal for the division of labour between the African Union, Regional Economic Communities, Regional Mechanisms and Member States, pursuant to assembly decisions Assembly/AU/Dec.635 (XXVIII), Ext/Assembly/AU/Dec.1 (XI) and Assembly /AU/Dec.798 (XXXIV) 2022-06-30 15:00 AUC/BCP/C/002
Re-Advert: Appointment of a labour relations specialist/consultant to assist with chairing disciplinary proceedings 2022-05-26 13:00 EWSETA/RFQ/015/2022
Request for proposal for the placement on the municipal panel of attorneys for a period of 36 months 2022-06-09 12:00 16/2022
TD-04/05/2022: Erection and construction of a new container hive next to Thusong and Bongulethu Police Station, Oudtshoorn 2022-06-20 12:00 FORMAL TENDER TD-04/05/2022:
Tender for the appointment of a service provider for online electronic search and information verification for a period of three (3) years from date of appointment 2022-06-20 12:00 FIN003/2022
On-site calibration of power meters at the SABS. 2022-05-24 11:00 RFQ 20570
Re-advert: Appointment of a service provider for the provision and management of security services for the period of three years 2022-06-15 12:00 T02/2022
Re-advert: Appointment of a panel of consulting engineering firms for various projects in Dr Pixley Ka Isaka Seme Local Municipality as and when required for a period of three years 2022-06-03 12:00 T01/2022
Rendering of medical related services as well as professional and community counselling services for a period of three (3) years from date of appointment 2022-06-20 12:00 BA024/2022
Provision for Pest Control and Sanitation Services 2022-06-13 12:00 CO 22/18 O
Supply and delivery of LBO-NCPM1064-AR: LBO pre-mounted in the oven and a Crystal oven with precision temperature controller to iThemba LABS-NRF, Faure, Western Cape 2022-06-02 11:00 iLABS/RFQ 2022/23:51
Provision for Medical Surveillance Services for Staff and Students 2022-06-13 12:00 CO 22/17 O

Pages

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