Issue Date: 
Thursday, October 31, 2019

Tender Site Visits

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

If you are so fortunate to have reached the stage where Organs of State or Private Sector Companies want to do a site visit, you must know that you are in the final stage in winning that tender that you have responded to.

But what must you do to prepare for a site visit?

The first thing is to ensure that your place of business is in excellent order.  Be sure everything is clean and neat.  A clean workshop or office is a pre-requisite and non-negotiable.

Secondly ensure that your employees are prepared and that they are at work the day of the site visit.  You do not want to be in a situation where the Evaluation Committee Member asks you to demonstrate a procedure and you can't because the specific employee that operates that specific peace of engineering or tool or computer is not at work the day of the site visit. You are going to end up with a red face and the Committee is not going to be impressed.

One of the main reasons the Evaluation Committee does site visits is to ensure your business do exists.  This may sound weird but believe me there have been horrifying stories of people that have been awarded tenders and then the Organ of State finds out that the vendor operates out of his vehicle!  It is imperative to have an operating business.  It is also a way to combat fraud; by doing a site visit, the Organ of State verifies that the Vendor is not just a person fronting.  There have been many instances in the past where tenders have been awarded to businesses that do not actually exist.

The Evaluation Committee will also verify many other things that are important in awarding the tender.  These may include:

  • How many employees you have?
  • Do you have the correct machinery?
  • Do you enough other resources to do the job at hand?

The best advice I can give you is to be prepared.  Ensure that everything is in order the day of the site visit.  Prepare your employees so that they know what to do and what to answer when asked that tough questions.  But most of all, be happy, because you have reached the final stages of the tender process, but keep in mind that at the end of the day a site visit can go wrong, and you might not be awarded that tender. So, be prepared!

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.
Supply and delivery of drums and cartridges. 2020-12-02 10:00 SCM/NB14/2020/2021
Quotation for the appointment of a service provider for the supply, delivery and installation of a public address (PA) system in the auditorium. 2020-12-03 10:00 Q45-2020-21
Supply and delivery of equipment and materials 2020-12-02 10:00 SCM/NB15/2020/2021
Minor refurbishment of Metrorail mess areas 2020-12-11 11:00 Rfq01/12/11/2020
Provision of Covid-19 Cleaning Services 2021-01-07 12:00 CO 20/28 O
Request for Quotations for the provision of cleaning services for 2 months at Cape Town International Airport 2020-12-10 10:00 RFQ PR 69025 & 69026
Quotation to appoint a service provider for the supply and delivery og bedding for lodging facilities. 2020-12-03 10:00 Q41-2020-21
For the Supply and delivery of 38 Pair Copper Coaxial Cable 2020-12-08 10:00 BLE 3983/2020
Appointment of a PSP for the development of capital expenditure frameworks for four intermediate city municipalities 2020-12-17 23:45 RFP272/2020
Provision for a Panel of Attorneys for Legal Services for a Period of Three Years 2021-01-04 12:00 GTLM/CS05/2020/2021
Invitation | security camera installation 2020-12-11 12:00 No reference number
For the establishment of frame agreements for the supply of non-food commodities 2020-12-13 23:45 ITB/2020/RSA/004
For the establishment of frame agreements for the supply of food commodities 2020-12-13 23:45 ITB/2020/RSA/003
Invitation / Service Providers/Contractors 2020-12-14 16:00 No reference number
Appointment of a service provider for the provision of birds and pest control services for a period of three (3) years at the South African Nursing Council. 2020-12-14 11:30 RFQ 47/2020
For the provision of decontamination services to various buildings in Limpopo, Pretoria and North West for a period of six (06) months 2020-12-03 10:00 ERACAM 5160-34583
For the appointment of an independent consulting service provider to conduct an evaluation and assessment of IT data service towers volumes for a period of three (3) months 2020-12-09 12:00 GSM/20/11/2031
Supply and install program SV 9100VOIP IP PABX system at Merrivale 2020-11-30 11:00 ZNQ001142/00000/00/PMC/GEN/20T
Expression of Interest (EOI): Pre-qualification of Contractors for implementation of optical fibre infrastructure for Ilitha Telecommunications (Pty) Ltd 2020-12-11 12:00 ITC/C1929/2020
Administration and Management of Disaster Management Volunteers (12 Months Contract) Re-advert 2021-01-05 11:00 COMM-D15/2020/2021

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